Director's Assistant

Requisition ID# 163555

Job Category: Administrative / Clerical

Job Level: Individual Contributor

Business Unit: Electric Engineering

Work Type: Hybrid

Job Location: Oakland

Department Overview

The hardworking coworkers of Electric Engineering ensure all manners of electric engineering including electric standards and process safety, electric design engineering, instrumentation testing and controls, undergrounding, electric regulatory compliance and electric investment planning are in place to safely enable a strategic and stable workplan for our Electric Operations partners. Our organization is accountable for program planning, financial budgeting, and project execution and delivery of all electric engineering projects. Electric Engineering is comprised of approximately 2,000 coworkers.

Position Summary

Provides administrative support to one or more Directors or Executives.

This position is hybrid, working from your remote office and your assigned work location based on business need.

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

Job Responsibilities

• Audit/monitor for adherence to corporate travel guidelines.
• Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.
• 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.
• Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.
• Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.
• Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials. Process, distribute mail.
• 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.
• May assist or coordinate maintaining information on intranet site. Maintain a records management system, including efficient filing system, document storage.
• Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order new equipment or schedule, service / maintenance. Order supplies.
• Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader and the organization.
• Prepare Invoices, Purchase Orders, Expense Reports, Budgets: Assist with processing of invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconcilliation 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.
• 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.
• Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with phones, phone screening, oral contacts & communications, take phone messages. use 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.

Qualifications

Minimum:

• High School or GED-General Educational Development-GED Diploma
• Administrative experience, 3 years

Desired:

• Associates Degree or equivalent experience
• 2 years simultaneously supporting multiple Directors or Executives
• Strong organizational skills with ability to manage multiple priorities
• Strong interpersonal, written and verbal communication skills
• Proficiency in Microsoft Office tool suite, including Co-Pilot
• Proficiency with SAP, contract management systems and processes and budget management
• Proactive attitude in identifying challenges and providing solutions
• Ability to work independently and make decisions without intensive supervision
• Ability to prioritize tasks and anticipate Director's needs
• Experience planning large events
• Certified Administrative Professional (CAP) or equivalent
• Microsoft Office Specialist certification
• Project Management certification or coursework