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Sr. Executive Assistant [Project Administrator]

February 20, 2024

We invite applications for the position of: Project Administrator 

Why Consider HF&H Consultants?

HF&H has a mission-driven, collaborative, small-company culture that values work-life balance. We provide recycling, organics, solid waste, water, and wastewater consulting services exclusively to public agencies. It is an exciting time to work in this industry. As California continues to lead the nation in environmental protection, it is our job to ensure local jurisdictions have the analytical and management support they need to fulfill their community’s vision of a sustainable future. We also strive to protect ratepayers (e.g., you and me) from unfounded increases in municipal utility rates.

Our services include jurisdictional action planning, performance reviews of municipal service providers (e.g., solid waste haulers), competitive solid waste service procurements (often the largest municipal contracts), negotiations, contract management, financial and compliance auditing, rate and fee studies, and litigation support. The success of our firm has been built on providing excellent client service and leadership to clients in particularly challenging situations.

About This Role

The successful candidate will work under the direction of partners and Project Managers, in a team atmosphere, successfully completing engagements for our municipal clients related to their management of environmental programs.

This position offers a unique opportunity to blend administrative responsibilities with analytical work in the context of municipal board operations and waste management consulting.

The Project Administrator will also support our recycling, organics, and solid waste practice from our Walnut Creek, California office. This position will have a minimum of two days (Tuesdays and Thursdays) in our Walnut Creek office. This may be modified at any time at HF&H’s discretion. At any given time, this position may be involved with between one and five active projects, frequently reporting to multiple Project Managers.

What You Will Do

Under the direction of Project Managers, the successful Project Administrator will perform tasks like:

  • Manage the coordination, scheduling, and organization of municipal board meetings, including preparing meeting agendas, minutes, and agenda reports.
  • Manage communication with board members, stakeholders, and the public.
  • Handle general administrative tasks to ensure the smooth functioning of board operation.
  • Perform quality control reviews on reports and written work products.
  • Analyze proposals submitted to the board, particularly those related to recycling, organics, and solid waste services.
  • Monitor legislation and regulations impacting municipal services, with a focus on waste management in California.
  • Review and summarize key information from large documents, ensuring accuracy and consistency.
  • Assist in the preparation of proposals and contribute to the creation of written reports and client presentations.
  • Collaborate with clients, third-party personnel, and internal team members to obtain relevant data and information.
  • Survey local governments and service providers to stay informed about industry trends.
What You Will Gain

HF&H places a high value on investing in our team. One of our core values is that “we relate to each other positively, supporting our professional development and providing opportunity for personal rewards.” This position will benefit from:

  • Exceptional training and frequent coaching from a “mentor” assigned to you from your first day.
  • On-project training from HF&H’s partners and a deep pool of senior consultants.
  • Annual development of a “personal development plan” and formal continuing education and project assignments geared towards developing your depth and breadth of expertise.
  • Rewarding and challenging work assignments that improve the efficiency, affordability, and effectiveness of public services.
  • Development of new technical skills for managing processes, projects, and resources.
  • Experience managing multiple simultaneous assignments with competing schedules.
What You Bring


  • Bachelor’s Degree, preferred in Business, Marketing, English , or a related field. Relevant, professional work experience may be substituted for education, on a case-by-case basis.
  • 5+ years of experience in a professional office environment.
  • Demonstrated, exceptional client / customer service skills.
  • Strong written and oral communication skills.
  • Exceptional attention to detail for both proofreading and consistency.
  • Proficiency with Microsoft Office Suite, with advanced Word skills and intermediate Excel skills (beyond data entry).
  • Ability to organize thoughts logically and communicate them concisely.
  • Inquisitiveness balanced with a sense of significance.
  • Demonstrated ability to manage multiple projects and competing schedules.
Bonus Points (highly desirable)
  • Prior experience in the recycling and solid waste industry in California.
  • Prior experience in or working closely with local government agencies or municipalities.
  • Strong background in design and marketing (focus on strategic communications).
What We Offer

HF&H offers a competitive total compensation package while emphasizing work/life balance for our employees (in 2023, Associates averaged less than 43 hours per week). This is a full-time, non-exempt position. Some highlights include:

  • Salary range for Project Administrator: $73,000 – $93,000
  • Discretionary Performance-Based Incentive Bonus: up to 20% of Annual Salary
  • Profit Sharing: Minimum 3% contribution to a 401(k) profit-sharing plan; 2023 contribution is projected to be 5%
  • 15 Vacation days per year (increases with tenure, maximum of 25 days per year)
  • 10 Holidays per year (including one “floating” holiday to be used at employee’s discretion)
  • 5 Sick days per year
  • At least two days of off-site staff retreats and social events each year
  • Health Insurance:
    • HF&H contributes 95% of employee’s premium (and 67.5% of dependent premium) towards the premium of our health insurance plan
    • HF&H contributes $2,500 per employee or $4,000 per family towards a Health Savings Account
  • Dental/Group Term Life and Accidental Death & Dismemberment Insurance
Are You Ready? Apply Today!

Submit your cover letter and resume to HF&H today! Tell us how we might be a good fit.  Submissions without a cover letter may not be considered. Please provide a valid email address and telephone number on your resume and cover letter. You cover letter should include your salary requirement and preferred work hours. Application materials will be screened on a continuous basis. Qualified candidates are encouraged to apply early!

Candidates with the most relevant qualifications will be invited into the interview process with HF&H. We place significant value on hiring the right people to work in our team and our interview process reflects that. The first phase of the interview process is a telephone interview. If successful, candidates will be scheduled for a half-day of interviews with our consulting team and the other half of the day will be spent performing assessments of the candidate’s quantitative and written communication skills. Candidates that successfully complete those interviews and assessments will be brought in for a final round of interviews with one or more of the firm’s Partners. Any resultant offer of employment may be conditioned on the results of professional and personal reference checks, which we will not conduct without prior approval of the candidate Depending on the number and quality of applicants, HF&H reserves the right to modify this process in its sole discretion.

The Fine Print

This is an at-will position and, as such, can be released at any time without notice and for any reason. Prior to hire, candidates will be required to successfully complete performance assessments, reference checks, verification of academic performance, and any other due diligence HF&H deems appropriate prior to making an offer for employment. Candidates with a disability who may require special assistance in any phase of the application or assessment process should advise the hiring manager upon submittal of an application. Documentation of the need for accommodation must accompany the request. HF&H is an equal opportunity employer.