Administrative Assistant

California Water Service

Job Description:

California Water Service Group invites you to build a meaningful career with the third‑largest publicly traded water utility. Guided by our mission to be the leading provider of water and wastewater services, we are dedicated to improving quality of life for the customers, communities, and employees we serve. Our culture is grounded in core values—integrity, service, value, health and safety, respect and collaboration, and corporate citizenship—and reflected in our recognition as a Top Workplace®, a Great Place to Work®, and a J.D. Power leader in customer satisfaction for multiple years. Join Cal Water and be part of a purpose‑driven organization where your work makes a lasting impact.

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:

• Supports the Corporate officer team with administrative responsibilities that requires excellent attention to detail, such as 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 and proofreading meeting materials and minutes, as needed

• 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, follow up on deadlines, and ensure 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 working 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 the use of Microsoft Office applications

• California Notary Public preferred

• Valid California Driver License

Required Knowledge, Skills, and Abilities:

• Ability to perform administrative functions involving the use of independent judgment and initiative

• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines

• 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

• 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 organizational and time management skills

• Demonstrated commitment to providing outstanding customer service

• Flexible and able to prioritize work

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

Pay Range: $62,300 - $115,700 (DOE)

Deadline to submit resume is OPEN UNTIL FILLED.

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.