Overview
Administrative Assistant Jobs in San Jose, CA at California Water Service Group (CWSG)
Job Posting: Executive Assistant to the CEO and CFO
Job Summary: Executive Assistant provide high-level administrative support for company leaders to ensure they can efficiently accomplish key tasks and company initiatives. They keep the executive’s communications organized so that they can easily access the most important information without having to sort through low-priority items. Executive Assistants screen all visitors and determine what level of support they need while offering polite, professional customer service. They manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation. Executive Assistants also train other administrative staff on company policies and best practices.
Job Description: Reporting directly to the C-Suite, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO & CFO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Roles and Responsibilities Executive Support
Completes a broad variety of administrative tasks for the CEO & CFO including managing. an extremely active calendar of appointments; completing expense reports.
Composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates, and ensures the CEO & CFO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the C-Suite’s time and office.
Communicates directly, and on behalf of the CEO & CFO, with Board members, donors, Foundation staff, and others, on matters related to CEO’s programmatic initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the C-Suite to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the C-Suite updated.
Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the C-Suite’s ability to effectively lead the company.
Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
· Serves as the President’s administrative liaison to NASC Foundation’s board of directors.
Assists board members with travel arrangements, lodging, and meal planning as needed.
Maintains discretion and confidentiality in relationships with all board members.
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Senior Management Liaison
· Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
· Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings.
· Facilitates cross-divisional coordination of travel and outreach plans.
Communications, Partnerships, and Outreach
· Ensures that the President’s bio is kept updated and responds to requests for materials regarding the President and the organization in general.
· Edits and completes first drafts for written communications to external stake holders.
Strategic Initiatives
· Works with the Strategic Initiatives team in coordinating the President’s outreach activities.
· Follows up on contacts made by the Chief Executive Officer and supports the cultivation of ongoing relationships.
· Edits all and creates acknowledgement letters from the Chief Executive Officer to donors.
Qualifications
· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
· Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
· Expert level written and verbal communication skills.
· Demonstrated proactive approaches to problem-solving with strong decision-making capability.
· Emotional maturity
· Highly resourceful team-player, with the ability to also be extremely effective independently.
· Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
· Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
· Forward looking thinker, who actively seeks opportunities and proposes solutions.
Education and Experience Requirements
· Bachelor’s degree required.
· Strong work tenure: 2 to 5 years of experience supporting C-Level Executives, preferably in a non-profit organization.
· Experience and interest in internal and external communications, partnership development, and fundraising
· Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Comments:
Interested Candidates should forward a resume to [email protected] with Executive Assistant in the subject line.
Job Type: Part-time
Pay: $22.00 – $25.00 per hour
Expected hours: 24 – 30 per week
Benefits:
Flexible schedule
Schedule:
Day shift
Monday to Friday
Work Location: In person
Title: Administrative Assistant
Company: California Water Service Group (CWSG)
Location: San Jose, CA
