Executive Support Associate (23.25)

Golden State Water Company is one of the largest investor-owned water utilities in the United States. We deliver quality, reliable water to more than 1 million people in over 80 communities throughout California. Golden State Water has been in business for more than 90 years because we put customers first.

POSITION DEFINITION

The Associate provides high-level administrative support for top executives of the organization, to include, taking minutes, preparing correspondence, planning and scheduling meetings and appointments, receiving visitors, arranging conference calls, organizing and maintaining paper and electronic files, managing executive calendars, organizing travel arrangements, and disseminating information. The Associate routinely handles sensitive information requests.

Job Summary

Under general supervision, the Associate performs a variety of complex duties often of a sensitive and confidential nature in support of executive routine activities. These include, but not limited to, processing expense reports, time-sheets, preparing budgetary and other general business related reports and/or presentations, maintaining databases, mailing lists, and other filing systems. Excellent typing, writing, and communication skills are essential for the Associate, including knowledge of software applications, such as desktop publishing, project management, spreadsheets, and database management.

The Associate interfaces with various internal departments and must work exceptionally well with employees of all levels. The person in this position is responsible for embracing and utilizing available technology as communication and data gathering tools in performing routine and complex administrative duties for the executive management team.

ACCOUNTABILITY

The incumbent must work independently, exercise initiative and judgment in the performance of a broad range of administrative support responsibilities in an environment of routinely sensitive and confidential issues. Therefore, the employee must have strong organizational and interpersonal skills to deal effectively with all levels of the company's management staff, visitors and vendors.

Key Responsibilities

Communicates and interacts with internal customers and external vendors in response to inquiries regarding department and any other correspondence

Opens, sorts, and screens mail and other communications

Answers telephones, screens calls, relays messages, and greets office visitors

Compiles and organizes information relating to complex reports and special projects using variety of sources and researches confidential files to obtain information necessary for the respective reports

Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format information and data for reports

Maintains and coordinates office schedules to ensure arrangements are made for various meetings, workshops, and activities

Makes travel and accommodation arrangements as needed

Coordinates special projects and events, office activities, and committee meetings

Receives, processes, and/or maintains various confidential records, files requiring classification and compilation of varied information (e.g.: department files, confidential files, budgets, reports, personnel, including sick and vacation records and employee transcripts)

Coordinates office supplies orders, equipment, and/or inventories; may receive merchandise and verify orders against purchase orders

Operates office equipment and coordinates the servicing of equipment

Works under general supervision

Other duties as assigned

Minimum Qualifications

Education and Required Experience:

Associate Degree and three years related administrative experience OR High School Diploma or equivalent with four years administrative experience

At least two years' experience supporting Executives or members of senior leadership

Technical Knowledge And Experience

Skilled at setting priorities and the ability to work independently and resourcefully against deadlines

Successful in a fast-paced environment

Must have excellent interpersonal communication skills. Demonstrated ability to protect confidential information and maintain positive working relationships with diverse employee groups and external customers

Strong computer skills in Microsoft Word, Excel, PowerPoint, and Access including calendar software

Proficient with computerized office equipment, including demonstrated knowledge of word processing, graphics, and spreadsheet applications

Knowledge, skill, and experience in composing, editing, and preparing correspondence addressing complex issues

Detailed oriented with strong organizational skills

Qualities of a Successful Executive Support Associate

Trustworthy; strong personal integrity

Demonstrates strong levels of accountability and ownership

Strong written and verbal communication skills

Solid presentation skills

Collaborative/Team oriented

Exhibits professionalism with internal and external contacts

Organized with strong attention to detail and time management skills

High degree of initiative; self-starter

May include but not limited to standing, climbing, walking, lifting, bending, pulling and/or pushing, grasping, reaching, stooping and crouching, sitting, typing, walking, reading, writing, color determination, speaking and listening for extended periods of time.

Benefits

Our Company supports our employees with rich benefit programs and resources to help them thrive today and prepare for tomorrow. Benefit options include medical, dental, and vision plans with the Company currently paying 85% of the monthly premium for employees and their eligible dependents. We also offer paid vacation and sick time and twelve Company paid holidays per year. To help our employees plan for the future, we offer both a 401(k) retirement plan as well as a Defined Contribution Profit Sharing retirement plan. Additional benefits include life, AD&D, and LTD insurance as well as health savings account and flexible spending plans.

Compensation Information

The compensation range provided is in compliance with state specific laws. Multiple factors are used to determine the actual starting rate of pay for all of our positions, including specific skills, years of experience, education, certification(s), and other job related factors.

The responsibilities of this position will involve access to information that may be considered confidential, private and sensitive. Therefore, the individual filling this position will be required to both allow and pass a background check.

NOTE: Reasonable accommodations will be made to enable individuals with special needs to perform the essential functions.

Required

Preferred

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