Executive Assistant

Connecticut Water•San Jose, CA

21d•Onsite

About The Position

Founded in 1866, San Jose Water Company is an investor owned water company headquartered in Silicon Valley. With a service area of 140 square miles, it is one of the largest and most technically sophisticated urban water system in the United States. We serve over 1 million people with high quality, life sustaining water, with an emphasis on exceptional customer service. We are actively seeking talented, driven and highly-productive applicants for the position of Executive Assistant to join our dynamic team. We offer a challenging and rewarding work environment along with a competitive salary and an excellent benefits package. The Executive Assistant provides confidential executive level administrative support and performs complex administrative secretarial, clerical, and administrative duties in support of the CA Leadership Team (primarily CHRO, General Counsel, Vice President of Regulatory Affairs and the Vice President Corporate Secretary). The Executive Assistant thrives in a fast-paced environment, possesses excellent communication skills, and is detail-oriented. They will provide high-level administrative support by effectively managing complex schedules, coordinating communications and travel, as well as executive key administrative, clerical, and secretarial tasks to ensure operational excellence that aligns with the company’s mission, vision, and values.

Requirements

High School Diploma or its equivalent.
5+ years or of increasingly responsible secretarial and office administrative experience.
Exceptional written and verbal communication skills.
Exceptional organizational and time management skills to manage competing priorities.
Knowledge of standard office administration, office equipment, office software (Microsoft Office Suite), record keeping, report preparation, and filing systems.
Type accurately at a rate of 65 words per minute from printed copy.
Valid Driver’s License.
Must be or willing to become a certified Notary Public.

Nice To Haves

Secretarial or business training and experience in dealing with representatives of government, business, or community organizations is desirable.

Responsibilities

Provides executive support and performs technical and administrative duties in support of senior leadership.
Manages an active daily and long-term calendar including the scheduling of meetings, off-site events, and other necessary appointments.
Screens and prioritizes incoming communications to ensure timely responses and appropriate redirection.
Prepares documents and presentations, as well as maintains files and correspondence for relevant meetings.
Arranges complex and detailed travel plans, itineraries, and agendas as needed.
Collaborates on event planning and coordination of company-wide events.
Regularly collaborates with other members of H2O America Executive Support staff to coordinate key tasks that support senior leadership initiatives.
Builds positive relationships with internal staff, senior leaders, and relevant stakeholders.
Organizes and manages receipts and processes expense reports.
Executes timecard approvals/process, as needed.
Composes and prepares high-level and confidential correspondence.
Performs other duties or special projects as required or as assigned.
Travel as needed.
Prepares agendas, takes meeting minutes, and ensures timely follow-up on action items.
Supports cross-functional initiatives by tracking timelines, deliverables, and stakeholder communications.
Maintains discretion and confidentiality in handling sensitive information, including HR, legal, and financial matters.
Utilizes internal systems (e.g., SharePoint, Teams, CoPilot, Workday) to manage workflows, documents, and approvals.
Coordinates office logistics such as supplies, equipment, and space planning in collaboration with Facilities or Operations.
Assists with onboarding vendors, assists with contracts, and liaises with Procurement or Legal as needed.
Works with vendors to schedule meetings for projects or specific processes (e.g., SOX walkthroughs, internal audit risk assessments).
Gathers and synthesizes information for executive briefings, board meetings, or external engagements.
Assists in coordinating communications and logistics during urgent or sensitive organizational matters.
Addresses accounts payable matters including research and coding of invoices.
Leads planning and execution of local office events such as service anniversaries, birthday celebrations, stakeholder visits, and other culture-building activities, including food ordering, setup/teardown, and vendor coordination.
Serves as the primary point of contact for local event logistics, ensuring seamless execution of recurring and ad hoc events at the site level.
Supports subsidiary-level hosting and hospitality, managing logistics for leadership visits including space preparation and catering.