Administrative Assistant

California Water Service

Job Description:

Summary:

The Administrative Assistant performs a variety of highly responsible and confidential administrative duties in the course of providing assistance and support to Officers or department heads. This position requires excellent attention to detail, organization, and the exercise of independent judgment and initiative. This position is located in San Jose, California, and is in office five days per week.

ESSENTIAL FUNCTIONS:

• Participates and assists in the administration of the corporate officer team

• Provides administrative support for board meetings and directors, as needed

• Drafts business letters, e-mails, presentations, spreadsheets

• Serves as a point of contact for a range of internal and external stakeholders

• Schedules, monitors, and updates Officer calendars, including travel arrangements and conference registrations

• Draft meeting minutes and note-taking, as needed

• Plans, manages, and coordinates Company-sponsored luncheons, dinners, and employee functions

• Manages processing of Purchase Orders, invoices, and expense reports

• Maintains filing systems as assigned

• Occasionally required to work long hours, early mornings, evenings, and weekends

• Performs work on-site in the assigned office location

• Performs other similar duties as assigned

• Attends meetings and training as directed by California Water Service

Minimum Qualifications:

• Associate or bachelor’s degree or related field and/or equivalent relevant experience  

• Minimum five years of increasingly responsible experience working as an Administrative Assistant supporting executive management

• Excellent organizational and time management skills

• Strong written, verbal, and communication skills

• Self-starter with the ability to work independently and as part of a team

• Expert in the use of Microsoft Office applications

• California Notary Public preferred

• Valid California Driver's License

Required Knowledge, Skills, and Abilities:

• Ability to maintain confidential data and information for executive staff

• Ability to represent executive management in a professional manner

• Ability to work effectively with all levels of employees and executive management

• Ability to perform administrative functions involving the use of independent judgment and initiative and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines

• Ability to communicate professionally, both verbally and in writing, with agencies, consultants, contractors, customers, employees, and vendors

• Outstanding organizational and time management skills

• Demonstrated commitment to providing outstanding customer service

• Flexible and able to prioritize work

Salary Range: $62,300 - $115,700

Deadline to submit resume is Monday, February 24, 2025.

The Equal Opportunity Policy of the Company is based upon the philosophy that all people should be treated fairly and with dignity.  California Water Service, Hawai'i Water Service, New Mexico Water Service, Texas Water Service, and Washington Water Service do not discriminate against any applicant or employee because of race, color, religion, sex, national origin, or any other protected class.  The Company makes all employment decisions in a non-discriminatory manner. EOE, VET, DISABILITIES.