Executive Assistant

CTwater; San Jose (CA); On-site; USD 106,000 - 129,000; Full time

Job summary

San Jose Water Company in San Jose, CA, seeks an Executive Assistant to provide confidential executive-level support to the CA Leadership Team, including CHRO, General Counsel, VP Regulatory Affairs, and VP Corporate Secretary. The role focuses on managing complex schedules, coordinating travel, and handling high-level administrative tasks to ensure operational excellence.

The ideal candidate has 5+ years of senior-level secretarial experience, excellent written and verbal communication, and

Qualifications

• High School Diploma or equivalent.
• 5+ years or more of increasingly responsible secretarial and office administrative experience.
• Secretarial or business training and experience in dealing with representatives of government, business, or community organizations is desirable.
• 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.

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.

Skills

Communication

Time management

Office administration

Typing speed

Notary Public

Driver's license

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Job Title: Executive Assistant

Requisition ID: req1198

Type of Employment: Regular Full-Time Employee

Job Openings: 1

Compensation Range: 105,528.00 - 128,978.00

Compensation Type: Annual Salary

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.

Position Overview

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).TheExecutive Assistantthrives in a fast-paced environment,possessesexcellent communication skills, and is detail-oriented. They willprovide high-leveladministrative support by effectively managing complex schedules, coordinating communications and travel, as well as executive key administrative, clerical, and secretarial taskstoensure operational excellence that aligns withthe company’s mission, vision, and values.

Key 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 ensuretimelyresponses and appropriate redirection.
• Prepares documents and presentations, as well asmaintainsfiles and correspondence for relevant meetings.
• Arrangescomplex 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 asrequiredor as assigned.
• Travel as needed.

Additional Core Responsibilities

• Prepares agendas, takes meeting minutes, and ensurestimelyfollow-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 officelogisticssuch as supplies, equipment, and space planning in collaboration with Facilities or Operations.
• Assistswith onboarding vendors,assistswith contracts, andliaiseswith 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.
• Assistsin coordinating communications andlogisticsduring urgent or sensitive organizational matters.
• Addressesaccountspayable matters including research and coding of invoices.

Additional Responsibilities

• Leads planning and execution of local office eventssuch 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 eventlogistics, ensuring seamless execution of recurring and ad hoc events at the site level.
• Supports subsidiary-level hosting and hospitality, managinglogisticsfor leadership visits including space preparation and catering.

Qualifications

• High School Diploma oritsequivalent.
• 5+ years orof increasingly responsible secretarial and office administrative experience.
• Secretarial or business training and experience in dealing with representatives of government, business, or community organizations is desirable.
• 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 fromprintedcopy.
• Valid Driver’s License.
• Must be or willing to become a certified Notary Public.

EEO Statement

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.