Senior Executive Assistant

Requisition ID # 168391 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Electric Operations

Work Type: Hybrid

Job Location: San Ramon

Department Overview

Electric Operations ensures the delivery of clean, safe, reliable and affordable energy to nearly 16 million people in Northern and Central California. The Electric Operations Team is responsible for ensuring the electric grid's reliability and resiliency through the ongoing maintenance and operations of PG&E's 100,000 miles of distribution lines and over 18,000 miles of Transmission lines. Coworkers in Electric Operations actively engage in the Lean Methodology through the use of visual management in operating reviews to cross-functionally identify and solve problems and create standard work. By working together as One Electric. One Team. We are delivering for our hometowns. Electric Operations is comprised of approximately 6,500 coworkers.

Position Summary

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.
• 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.
•  Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with contacts & communications, take phone messages. 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).
• 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.
• 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 purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. Pre-screen team expense reports for quality & 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, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order LAN ID and assets for new hires/non-employee workers. Monitor & track staff participation in required training or action including safety and compliance. Complete building services requests. May coordinate office space planning. Handle all aspects of new employee onboarding.
• Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required, collaborate with the Senior Executive Chief of Staff.

NOTE: Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader and the organization.

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 (San Ramon). 

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 towards the middle or entry point of the range, the decision will be made on a case-by-case basis related to these factors.​

The hourly rate for this position ranges from $56.74 to $90.38

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

Job Responsibilities

• Reports to and assists a Senior Executive
• Understands and supports the multiple complex companywide functions or operating units reporting into the Senior Executive
• Typically leads and guides the work of other administrative support personnel.
• Mentor and provide guidance and counseling to other administrative support personnel

• Travel and event arrangements are typically for multiple leadership and other employees, with associated logistical complexities that include coordinated ground transportation, multiple destinations and hotels, foreign destinations, group activities and event arrangements.
• Meeting or conference arrangements include hotel or other conference facilities for large groups, with logistical complexities that may include coordinating speakers, special guests outside of PG&E, site specific requirements determination, evaluation and selection, field trips, post conference excursions and event activities.
• Monitor and process a high volume of expenses, scrutinizing against policy but also for perception of expenses (i.e. limo, expensive meals, etc.)
• Understand unique officer related office space and setup requirements, influence PG&E building and asset personnel to meet officer specific needs. May assist in coordinating home-based office technology specific needs.
• Frequently resolves scheduling conflicts by evaluating and judging business needs and priorities, working with other Executive and Sr. Executive Assistants as well as with business leaders and others across the company. Solicit assistance from other executives to represent PG&E that can fill in for an executive that is not available.
• Often works proactively, anticipating and identifying needs and coordinating support from all levels within the organization

Qualifications-

Minimum Qualifications: 

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

Desired Qualifications:

• Bachelors or Associates degree preferred
• 2 or more years of experience supporting VP level preferred.
• Knowledge, Skills, and Abilities

• • 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: Working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search. May also require experience and knowledge with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint