Administrative Assistant

California Water Service Group; United States; On-site; USD 62,300 - 115,700; Full time

Job summary

California Water Service Group is seeking an Administrative Assistant in San Jose, California, to provide essential support to executive management. This position requires a high degree of confidentiality and responsibility, handling various administrative tasks, including managing schedules, travel arrangements, and meeting logistics.

The ideal candidate will possess strong organizational, communication, and interpersonal skills, with a minimum of five years of experience in a similar role. Proficiency in Microsoft Office applications is required, along with a valid California Driver License.

Qualifications

• Five years of increasingly responsible experience as an Administrative Assistant supporting executive management.
• Ability to maintain confidential data and information for executive staff.
• California Notary Public preferred.

Responsibilities

• Supports the Corporate Officer Team with travel documentation and expense reports.
• Serves as a point of contact for internal and external stakeholders.
• Coordinates company‑sponsored meetings and events.

Skills

Organizational skills

Communication skills

Microsoft Office proficiency

Interpersonal skills

Education

Associate or Bachelor’s degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

California Water Service Group invites you to build a meaningful career as an Administrative Assistant in San Jose, California. This role supports executive management with highly responsible and confidential administrative duties.

ESSENTIAL FUNCTIONS

• Supports the Corporate Officer Team with travel documentation, expense reports, and board materials.
• Provides administrative support for board meetings and directors as needed.
• Serves as a point of contact for a range of internal and external stakeholders.
• Manages calendars, meetings and schedules, including preparing agendas, proofreading meeting materials AND minutes.
• Coordinates email communications, ensuring messages are professional, concise, and error‑free.
• Organizes, updates, and maintains electronic and physical files, ensuring documents are current and properly versioned.
• Assists with document preparation and formatting in Microsoft Word, Excel, and related tools.
• Creates and edits presentations, organizing content, formatting slides and incorporating visuals and charts in PowerPoint.
• Tracks action items, follows up on deadlines, and ensures written deliverables are completed accurately and on time.
• Communicates effectively with internal and external stakeholders, clarifying written requests and instructions as needed.
• Coordinates company‑sponsored meetings and events, managing logistics, scheduling, vendor communication, and supporting execution.
• Performs work on‑site in the assigned office location.
• Performs other similar duties as assigned.

MINIMUM QUALIFICATIONS

• Associate or Bachelor’s degree or related field, and/or equivalent relevant experience.
• Five years of increasingly responsible experience as an Administrative Assistant supporting executive management.
• Excellent organizational and time‑management skills.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office applications.
• California Notary Public preferred.
• Valid California Driver License required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to perform administrative functions involving independent judgment and initiative.
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under time‑sensitive deadlines.
• Ability to maintain confidential data and information for executive staff.
• Capability to represent executive management in a professional manner.
• Effectiveness working with all levels of employees and executive management.
• Strong business writing skills, including proofreading and grammar.
• Ability to communicate effectively, both verbally and in writing, with agencies, consultants, contractors, customers, employees, and vendors.
• Demonstrated commitment to providing outstanding customer service.
• Flexibility to prioritize work and occasionally work long hours, early mornings, evenings, and weekends.

PAY RANGE

$62,300 - $115,700 (DOE)

EQUAL OPPORTUNITY STATEMENT

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.

Deadline to submit resume is OPEN UNTIL FILLED.