Executive Assistant

Job Summary
We are seeking a highly organized and proactive Executive Assistant to support our operations. This role requires someone detail-oriented and capable of managing a variety of administrative and project-based tasks, including email management, document drafting, and data organization. The ideal candidate will work closely with the executive team to ensure smooth workflow across various service areas. Proficiency in Microsoft Word and Excel is essential.
Key Responsibilities
Administration / Support
• Coordinate and schedule meetings, inspections, and appointments with internal teams and city agencies
• Maintain and update client records and internal databases
• Monitor project timelines and ensure consistent communication with stakeholders
• Conduct research and compile supporting documentation for ongoing initiatives
Utility Bill Recovery & Analysis
• Set up and maintain user accounts for utility access and account monitoring
• Generate proposals for prospective and current clients
• Analyze data, audit water/sewer bills, and assist in securing financial recovery
• Draft and submit information requests and supporting documentation
• Prepare, draft, and file appeals related to billing discrepancies and excess usage
• Track and manage future rate credit opportunities
Appeals & Program Management
• Track eligibility and reapplication timelines for utility-related relief programs
• Coordinate submission of adjustment applications
• Assist with classification reviews and resolution of billing inconsistencies
Qualifications
• Prior experience as an Executive Assistant or in a similar administrative or project support role
• Proficiency in Microsoft Word and Excel; strong general computer literacy
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities with a focus on accuracy
• Discretion when handling sensitive or confidential information
• Independent worker with a collaborative mindset
• Ability to anticipate executive needs and respond proactively
Preferred Qualifications
• Familiarity with water billing, conservation strategies, or environmental programs
• Experience with project management or CRM tools
• Knowledge of utility account portals or agency documentation procedures