Administrative Assistant

UtiliSave LLC; New York (NY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with company match

Paid time off

Job summary

UtiliSave LLC is seeking an Administrative Assistant who is precise, responsive, and highly organized to support operational, client-service, and executive workflows across the company in New York.

The role requires 2+ years in administrative or similar support, a Bachelor’s degree, excellent written and verbal communication, and a disciplined approach to calendars, records, and follow-ups to keep the team moving efficiently.

Qualifications

• 2+ years in administrative, operations, executive assistant, or similar support role.
• Bachelor’s degree required.
• Excellent written and verbal communication skills.
• Professional presence across phone, email, and video.
• Strong attention to detail and organizational discipline.
• Ability to manage multiple moving pieces without losing track.
• Strong research, follow-through, and problem-solving skills.
• Experience with Microsoft Outlook, Excel, and Word; familiarity with online collaboration tools.

Responsibilities

• Own calendars, priorities, and follow-ups so deadlines are hit without chasing.
• Turn rough inputs into clean, ready-to-use work product.
• Keep shared drives, trackers, files, and records current and organized.
• Monitor open items, close loops, and flag issues early.
• Support day-to-day communication with internal and external stakeholders.
• Assist with research, special projects, and administrative tasks across operations, client service, and leadership functions.
• Handle sensitive information with discretion.

Skills

Communication

Attention to detail

Organizational discipline

Multitasking

Research

Problem-solving

Independent work

Education

Bachelor’s degree

Tools

Microsoft Outlook

Excel

Word

Job description

Join a lean, high-output team that has delivered more than $700 million in savings and is marching toward $1 billion. This role is for an operations athlete: someone who runs clean systems, moves quickly without dropping details, and keeps others executing at a higher level.

UtiliSave has been an industry leader in utility bill auditing and energy efficiency services for more than 35 years. UtiliSave is seeking an Administrative Assistant who is precise, responsive, and highly organized to support operational, client-service, and executive workflows across the company, and based on demonstrated skills may be placed in a specific business unit with unit specific responsibilities such as client relations or data management.

Success in this role requires disciplined execution, strong judgment, and a habit of closing loops without being chased.

You are the person who keeps priorities clear, tracks follow-ups, catches mistakes before others see them, and makes it easier for the team to execute. You communicate clearly, protect other people's time, and take pride in getting things done right and on time.

Our clients are large organizations with significant utility usage, including hospitals, nursing homes, universities, hotels, government facilities, and commercial and residential real estate operators. UtiliSave identifies savings opportunities through deep utility tariff expertise, proprietary systems, and rigorous execution.

Within a specific business unit that you will ultimately be assigned, the core skills required include:

• Own calendars, priorities, and follow-ups so deadlines are hit without chasing.
• Turn rough inputs, including notes, emails, and spreadsheets, into clean, accurate, ready-to-use work product.
• Keep shared drives, trackers, files, and records current and organized.
• Monitor open items, close loops, and flag issues early before they become problems.
• Support day-to-day communication with internal and external stakeholders in a prompt, professional manner.
• Assist with research, special projects, and administrative tasks across operations, client service, and leadership functions.
• Handle sensitive information with discretion and good judgment.

Requirements

• 2+ years of experience in an administrative, operations, executive assistant, client service, or similar support role, ideally in a demanding professional environment.
• Bachelor’s degree required.
• Excellent written and verbal communication skills.
• Professional presence across phone, email, and video.
• Very strong attention to detail and organizational discipline.
• Ability to manage multiple moving pieces without losing track, missing steps, or getting flustered.
• Ability to work independently once expectations are clear and collaborate effectively when needed.
• Strong research, follow-through, and problem-solving skills.
• Strong proficiency in Microsoft Outlook, Excel, and Word, plus comfort with common online collaboration tools. Phyton programming skills a plus and should be noted in your submission.
• Fast to learn systems, strong with lists and task tracking, and motivated by clean execution.
• Prior experience in professional services, legal, finance, consulting, or similarly fast-paced environment is a plus.

Benefits include health, dental, and vision insurance; 401(k) with company match; and paid time off.