Director's Assistant (Hybrid/ Oakland)

Requisition ID # 162765 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Engineering, Planning & Strategy

Work Type: Hybrid

Job Location: Oakland

Position Summary:

Provide administrative support to one or more Directors or Executives.  All employees are responsible for performing their jobs in accordance with PG&E's vision and values.

This position is hybrid, working from your remote office and your assigned work location based on business need. The assigned work location will be within the PG&E Service Territory.

This job is also eligible to participate in PG&E’s discretionary incentive compensation programs

PG&E is providing the salary range that the company in good faith believes it might pay for this position at the time of the job posting. This compensation range is specific to the locality of the job.  The actual salary paid to an individual will be based on multiple factors, including, but not limited to, specific skills, education, licenses or certifications, experience, market value, geographic location, and internal equity.  Although we estimate the successful candidate hired into this role will be placed towards the middle or entry point of the range, the decision will be made on a case-by-case basis related to these factors.​

A reasonable salary range is:​

Bay Area Minimum: $​75,000.

Bay Area Maximum: $​113,000.

&/OR​

California Minimum: $​71,000.

California Maximum: $​107,000.

Qualifications:

Minimum Qualifications: 

• High School Diploma required
• 3 or more years of administrative support or similar experience required

Desired Qualifications:

• Bachelors or Associates degree preferred
• Communication & interpersonal skills, portraying a high degree of professionalism
• Organization and planning skills
• Attention to detail
• Analytical thinking
• Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
• Flexible and open to change
• Resourcefulness
• Ability to use discretion and judgment in dealing with sensitive or confidential information
• Political and organizational savvy
• Motivated, self-starter, eager to master new skills
• Ability to foster teamwork, collaborative environment
• Software / Office Applications: Good working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search. May also require experience and knowledge with PG&E specific applications such as Concur, HR SAP, CATS, Ariba

Responsibilities:

• Responsibilities typically include many or all of the following:
• Calendaring, Scheduling & Meeting Logistics: Manage & prioritize calendar. Arrange ongoing/recurring as well as ad hoc meetings & conference calls. Schedule conference rooms, set up audio visual or on- line meeting tools and events. Coordinate & ensure meeting logistics are in place. Reschedule appointments. May greet and escort parties to scheduled meetings.
• Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported). May monitor, sort and prioritize emails for the leader, and use discretion and business judgment to respond directly or to forward to team members for response.
• Refer / Delegate / Track Questions, Actions & Issues: Refer or delegate business issues or questions to others for resolution on behalf of leader or team. Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on status.
• Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials. Process, distribute mail. May assist or coordinate maintaining information on intranet site. Maintain a records management system, including efficient filing system, document storage.
• Coordinate Travel & Events: Handle all travel related aspects for individuals and groups. Arranging conference facilities, catering. Managing logistics for travel, group and events arrangements. Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.
• Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order new equipment or schedule, service / maintenance. Order supplies.
• Prepare Invoices, Purchase Orders, Expense Reports, Budgets: Assist with processing of invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. May monitor department budgets, costs. May monitor adherence to expense report policy. May include credit card administration. May maintain subscriptions, memberships. May process check & wire transfer requests. May prepare and distribute invoices, request payment.
• HR, Safety, Compliance Training, Building & Asset Related Tasks: Handle HR related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order LAN ID and assets for new hires. Monitor & track staff participation in required training, reading or action including safety and compliance. Complete building services requests. May coordinate office space planning. Handle all aspects of new employee onboarding.
• Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.
• Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.
• Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.
• NOTE: Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader and the organization.
• Reports to and assists Director(s)
• Understands and supports function(s) reporting into the Director
• Makes travel arrangements for the Director, individual employees in the department or a small to mid-size group with typical air, hotel, ground transportation.
• Utilizes PG&E facilities including San Ramon Valley Conference Center for meetings and conferences as appropriate
• Monitor expenses for adherence to company policies and procedures, create and submit expense reports.
• Assist in determining building and asset related needs, process required forms and monitor progress.
• Schedule meetings for internal groups of employees. Resolve competing priorities.
• Works proactively and anticipates needs.