Senior Director's Assistant

Requisition ID # 160453 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Information Technology

Work Type: Hybrid

Job Location: Oakland

Department Overview

The Corporate Security Department is part of the enterprise protection organization within PG&E. Our mission is to protect the people, assets, and facilities of PG&E. The department includes regional physical security, security operations center, compliance, investigations, emergency response, training and awareness and executive protection teams. Given the criticality of the infrastructure and facilities, PG&E has several compliance obligations at both the federal and state level. We work together internally and in concert with lines of business and supporting partners to provide security based on identified risks. 

Position Summary

We are seeking a Senior Director’s Assistant who can provide professional administration support to one or more Directors in Corporate Security. Additionally, this position would back up the Security Executive Assistant and other Administrative Assistants, as necessary. All employees are responsible for performing their jobs in accordance with PG&E's vision and values.

The role is hybrid working from your remote office and in-person at the Oakland General Office 3-4 days a week on average or based on business needs.

PG&E is providing the hourly rate 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 hourly rate 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 between the entry point and the middle of the range, the decision will be made on a case-by-case basis related to these factors.

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

The hourly rate for this position ranges from $44.71 to $66.82.

Job Responsibilities

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. Serve as the coordinator for the team with respect to team meetings and other activities. 

Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with answering and screening phone calls, take detailed phone messages. Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. 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. 

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 new equipment or schedule service or maintenance as needed. 

Prepare Invoices, Purchase Orders, Expense Reports, and Budgets: Manage commercial card usage and reconciliation of statements. Monitor adherence to expense report policy. 

HR, Safety Compliance Training, and Building & Asset Related Tasks: Handle HR related administrative tasks including time reporting, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, and 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. Handle all aspects of new employee onboarding. 

NOTE: Other responsibilities may be assigned, in addition to those listed above, and based on the needs of the Leader and the organization. Occasionally, scheduling of remote meetings or conference arrangements, including hotel or other conference facilities for large groups, with logistical complexities may be required. This may include coordinating and planning for multiple speakers and site related logistics and additional presentation preparation as needed.

Qualifications

Minimum:

• High School Diploma
• 4 years of administrative support experience

Desired:

• 5 or more years of administrative support experience at a director level or above
• Experience with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio, and SharePoint Flexible and agile as work environment requires
• Someone who manifests trust, and is known for his/her high ethics and integrity
• Resourceful
• Organizational savvy
• Motivated, self-starter, eager to master new skills

Knowledge, Skills, and Abilities:

• Strong communication & interpersonal skills
• Portray a high degree of professionalism
• Highly organized with exceptional planning skills
• Analytical thinker with the ability to anticipate the requirements of the individuals supported
• Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
• Ability to use discretion and judgment in dealing with sensitive or confidential information
• Ability to foster teamwork, and work collaboratively
• Working knowledge of Word, Excel, PowerPoint, Outlook, and Internet search capabilities