Executive Assistant (Shared Services)

H2O America is actively seeking talented, driven and effective applicants for the position of Executive Assistant (Shared Services) to join our dynamic team. We offer a challenging and rewarding work environment along with a competitive salary and an excellent benefits package.

H2O America is the parent organization of the following subsidiary companies: San Jose Water, Connecticut Water, Maine Water, and Texas Water. We sustain life by delivering high-quality water and exceptional service while investing in the health and vitality of the communities we serve.

The Executive Assistant, provides confidential executive level administrative support to Shared Services executive team members across H2O America including the Chief Information Officer, VP, Information Security Officer, and VP of Corporate Communications. The Executive Assistant thrives in a fast-paced environment, possesses excellent communication skills, and is detail-oriented. They will provide high-level administrative support by effectively managing complex schedules, coordinating communications and travel, as well as executive key administrative, clerical, and secretarial tasks to ensure operational excellence that aligns with the 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 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.

Additional Core Responsibilities

- Prepares agendas, takes meeting minutes, and ensures timely follow-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 office logistics such as supplies, equipment, and space planning in collaboration with Facilities or Operations.

- Assists with onboarding vendors, assists with contracts, and liaises with 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.

- Assists in coordinating communications and logistics during urgent or sensitive organizational matters.

- Addresses accounts payable matters including research and coding of invoices.

Additional Responsibilities

- Leads planning and execution of local office events such 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 event logistics, ensuring seamless execution of recurring and ad hoc events at the site level.

- Supports subsidiary-level hosting and hospitality, managing logistics for leadership visits including space preparation and catering.

Location

This role may report out of any of our subsidiary locations, including:

Connecticut Water: 93 W Main St. Clinton, CT 06413

Maine Water: 93 Industrial Park Rd. Saco, ME

San Jose Water: 110 W. Taylor Street, San Jose, CA 95110

Texas Water: 1399 Sattler Rd, New Braunfels, TX 78132

Job Grade

SJWC: 38S

TWC: 37S

CTWS: 7S

Salary

SJW: $95,268 - $171,462

TX: $66,198 - $105,876

CTWS: $75,582 - $136,068

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.