Executive Assistant & Project Coordinator

Are You Highly Organized, Detail-Oriented, and Ready to Keep Projects on Track? 

At ADC Water, we move fast, operate lean, and focus on projects that align with our expertise. We don’t just fill roles—we invest in self-managing professionals who take ownership, drive efficiency, and ensure nothing falls through the cracks. 

We’re looking for a Executive Assistant & Project Coordinator who thrives on keeping projects on track, managing client communications, handling proposals, and ensuring invoices are generated and sent out on time. You need to be highly organized, detail-focused, and proactive—someone who doesn’t need to be told twice to complete a task. If you’re a strong communicator, a natural problem-solver, and someone who ensures the right things get done at the right time, we want you on board. 

What You’ll Own & Drive 

1. Executive Support & Client Communication 

• Manage and respond to emails on behalf of the business owner, ensuring timely and professional communication with clients. 
• Communicate project updates and coordinate with internal teams and external clients to keep everyone aligned. 
• Schedule meetings and organize calendars, ensuring the business owner’s time is optimized and priorities are managed effectively. 
• Take ownership of tasks without needing repeated reminders, ensuring all commitments are met. 

2. Proposal Preparation & Business Development Support 

• Prepare, coordinate legal review, and submit proposals, ensuring they are accurate, professional, and completed on time. 
• Track proposal deadlines and requirements, making sure ADC Water is consistently identifying and bidding on relevant opportunities. 
• Maintain a library of proposal templates, project descriptions, and supporting documents to streamline the proposal process. 

3. Project Coordination & Organization 

• Ensure projects stay on track by tracking deadlines, milestones, and deliverables. 
• Keep project management software updated, ensuring clear visibility on progress and next steps. 
• Anticipate potential bottlenecks and proactively address issues before they cause delays. 

4. Invoicing & Financial Tracking 

• Ensure invoices are generated and sent out on time, tracking payments and following up as needed. 
• Monitor billing cycles and project budgets, ensuring financial processes stay on schedule. 
• Work with internal teams to ensure invoicing aligns with project progress and contract terms. 

5. Administrative & Logistics Support 

• Coordinate and order materials for trade shows, conferences, and client meetings. 
• Manage shipping and mailing logistics for proposals, contracts, marketing materials, and other business documents. 
• Assist in preparing internal and external reports, presentations, and documentation as needed. 
• Ensure office supplies, marketing materials, and company resources are stocked and available. 

We’re Looking for Someone Who: 

✔ Is highly organized and detail-oriented, ensuring nothing slips through the cracks. 

✔ Has excellent email communication skills, representing ADC Water professionally and efficiently. Previous marketing experience is a plus! 

✔ Is proactive and self-sufficient, taking ownership of tasks without the need for constant follow-up. 

✔ Understands the importance of deadlines, ensuring proposals, invoices, and projects stay on track. 

✔ Thrives in a fast-paced, no-bureaucracy environment, where efficiency and execution are key. 

✔ Is comfortable working in a hybrid setting, balancing in-office responsibilities with some remote flexibility. 

What You Can Count on Us For: 

• A high-impact role with real responsibility—You’ll have the autonomy to keep projects moving, support client communication, and manage essential business operations. 
• Opportunities to work on meaningful projects—Our work directly impacts wastewater infrastructure, environmental sustainability, and public health. 
• A no-bureaucracy culture—We move fast, make decisions quickly, and empower our team to take ownership of their work. 
• Competitive, flexible compensation and health benefits. 

Ready to Take Charge? 

If you’re a highly organized, detail-driven professional who excels at managing emails, handling proposals, keeping projects on track, and ensuring invoices go out on time, we’d love to hear from you. Apply now and be part of a team that values efficiency, execution, and industry impact. 

How to Apply:  

Please record a short 2-3 minute video answering these four questions: 

• Tell us about a time when you had multiple deadlines at once. How did you stay organized and ensure everything was completed accurately and on time? 
• Describe a situation where you were given a task with minimal instructions. How did you take ownership and make sure it got done without needing follow-ups? 
• How do you keep track of tasks and ensure nothing slips through the cracks? Walk us through your approach to staying organized and proactive. 
• How have you used AI tools to improve efficiency in your work? Give an example of how AI has helped you stay organized, manage tasks, or streamline processes. 

Submit your resume and email your cover letter and a video to paisley@adcwater.com