Executive Assistant

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Requisition ID : req831

Type of Employment : Full-Time Employee

Job Openings : 1

Compensation Range : $86,700 - $138,700

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 systems 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 Summary :

San Jose Water is recruiting for an Executive Assistant. Under the general direction of the Chief Human Resources Officer, the Executive Assistant provides varied, highly responsible, and often confidential administrative support to the executive team as necessary;

coordinates and participates in office support; performs other work as directed. This class is distinguished from the class of Administrative Aide in that the nature, diversity, and scope of responsibilities originating from this administrative level require the frequent use of supervision, discretion, initiative, independent judgment, and a high degree of tact and prudence.

Specific Responsibilities :

• Provides administrative support and performs complex administrative secretarial, clerical, and administrative duties in support of the CA Leadership Team (primarily the Vice President and CHRO, General Counsel and Vice President, and Vice President of Regulatory Affairs).
• Excellent presentation and communication skills, with poise and presence to work alongside other C-level and senior executives, as well as board members.
• Maintains appointment calendars; schedules and arranges meetings by reserving rooms and equipment in support of the executive team.
• Performs general clerical duties in a timely fashion, including but not limited to photocopying, faxing, mailings, and filing.
• Schedules and makes travel arrangements in support of assigned leadership team members and occasionally others as requested.
• Manages day-to-day operations of corporate office and coordinates with administrative assistants at other company campuses as needed.
• Receives and screens telephone calls, greets staff and visitors in a professional manner.
• Recommends improvements in workflow, procedures, use of building / campus space, and use of equipment to improve effectiveness and efficiency.
• Maintains an inventory of office supplies for corporate office.
• Assists with facilities maintenance by reporting issues to the facilities department and scheduling repair services.
• Handles all catering requests for executive meetings and company events.
• Manages meetings by reserving rooms, setting up equipment and setting up catering as needed.
• Organizes and manages receipts and processes expense reports for vendor accounts and executive team accounts.
• Reviews finished materials, often of a highly confidential nature, for completeness, accuracy, format, and correct spelling and grammar.
• Promotes Company-wide participation in community service projects; allocates and keeps record of employee participation in community events.
• Aids with coordinating attendance to SJW events sponsored by the Company.
• Oversees work study program and supervises students who assist with the daily operations of the corporate office and ad hoc tasks as needed.
• Acts as corporate office Building Emergency Coordinator.
• Initiates specified correspondence independently for signature by the appropriate executive.
• Provides backup assistance to absence of other executive administrators.
• Performs ad hoc tasks as needed for the team.

Required Knowledge Skills & Abilities :

• Excellent secretarial skills.
• Knowledge of standard office administration, office equipment, record keeping, report preparation, and filing methods.
• Knowledge of the practices and principles of supervision.
• Ability to use initiative and independent judgment within established guidelines.
• Use tact, discretion, and prudence in establishing and maintaining effective working relationships with government officials, and representatives of business and community organizations.
• Type accurately at a rate of 65 words per minute from printed copy.
• Utilize a personal computer and current applications of word processing or spreadsheet software programs.
• Excellent written and oral communication skills.

Required Education and Experience :

• Completion of the twelfth grade, or its equivalent, and five years of increasingly responsible secretarial and office administrative experience.
• Secretarial or business training and experience in dealing with representatives of government, business, or community organizations are desirable.
• Minimum of five years of increasingly responsible office administration experience and C-Suite administrative support.

Other Requirements :

• On-site assistance is mandatory; residence in the South Bay is preferred.
• Travel may be required for quarterly meetings.
• Must possess a valid California driver’s license and have a satisfactory driving record.
• Must be a certified Notary Public in the State of California.

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.

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