Senior Director's Assistant

Requisition ID # 166578 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Customer & Enterprise Solutions

Work Type: Hybrid

Job Location: Oakland

Department Overview

PG&E’s Customer and Enterprise Solutions (C&ES) organization serves 16 million residential and business customers across Northern and Central California. Our 2,500 C&ES coworkers are dedicated to delivering excellent customer experiences every day. C&ES’s customer-facing teams include contact centers; billing and payments; local customer engagement; PGE.com; and marketing and communications. C&ES is also responsible for developing and implementing internal solutions to improve business performance and processes including the Lean operating system; a companywide SAP upgrade; and strategic planning and operations.    

The Customer and Enterprise Solutions Business Operations, Planning and Strategy team is responsible for driving business performance, strategic planning, and providing support to the Office of the EVP. We utilize lean methodologies and tools to streamline processes, eliminate waste, and continuously improve our operations to deliver exceptional value to our customers. Our purpose is to keep our business partners informed and equipped for what’s ahead with a focus on delivering for our customers. 

Position Summary

This is a unique role that supports the C&ES Business Operations Senior Director team and Office of the EVP.   

This position is hybrid, working from your remote office and Oakland, CA approximately 3 days per week, or more, 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

• Executive Support and Scheduling:
  • Manage and prioritize complex calendars.
  • Coordinate recurring and ad hoc meetings, including logistics like booking conference rooms, AV setup for in-person and online meetings.   
  • Resolve scheduling conflicts by evaluating business priorities and collaborating across departments.
  • Prepare Office of EVP Look Ahead folder, meeting materials, back up in MS OneNote
  • Track Actions & Notes: Track action items using a follow-up system, tool or process, communicate and report on status.
  • Presentation & Document Preparation: Draft, edit, and finalize presentations, EVP speaker notes, reports, and meeting materials.
  • Create, maintain email distribution lists 
  • Intranet & Records Maintenance: Support content updates on intranet and SharePoint sites. Maintain organized filing systems and document storage protocols.
  • Office Management: Submit building service requests, coordinate office space planning, oversee inventory and procurement of office supplies and equipment, including service scheduling and maintenance coordination.
  • Backup other Executive Assistants as required 

• Support Lean Operating Reviews: Maintain and update the C&ES DOR Tracker, update metrics. 

• HR and Compliance Administration:
  • Handle time reporting, organization change requests, personnel change requests, rewards and recognition forms, organization chart updates.
  • Maintain emergency contact lists and ensure compliance with safety and training protocols. Monitor & track staff participation in required training.   
  • New employee Onboarding - Order LAN ID and assets for new hires. Handle all aspects of new employee onboarding.
• Travel & Event Coordination: Manage end-to-end logistics for individual and group travel, conferences, and events. Arrange facilities, catering, and create detailed itineraries while ensuring compliance with corporate travel policies 
• Prepare Invoices, Purchase Orders, Expense Reports:
  • Invoice & Purchase Order Processing: Prepare and manage invoices, purchase orders, and requisitions in alignment with company protocols.
  • Expense Reporting: Assist with expense report preparation, ensure policy compliance, and reconcile P-Card/C-card statements.
  • Credit Card Administration: Oversee corporate card usage, including statement reconciliation and adherence to reporting standards.
  • Memberships & Subscriptions: Maintain records and renewals for professional memberships and subscriptions.
  • Payment Coordination: Process check and wire transfer requests and manage invoice distribution and payment follow-ups. 

Software / Office Applications: 

• Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Teams/sharepoint, Co-pilot  

• May also require experience and knowledge with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio 

Qualifications

Minimum:

• High School or GED-General Educational Development-GED Diploma
• Administrative experience, 4 years

Desired:

Skills & Competencies

• 5+ years of administrative support experience, with 2+ years supporting Senior Director level preferred 
• Strong organizational and time management skills 

• Proficiency in Microsoft Office and SAP systems 

• Ability to work proactively, interdependently and anticipate needs 

• Excellent communication and interpersonal skills 

• Discretion and judgment in handling sensitive information