Board of Directors Admin Liaison

Requisition ID # 171428 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Gen Counsel, Ethics, Risk & Compliance

Work Type: Hybrid

Job Location: Oakland

Department Overview

The Corporate Secretary’s Office provides support and advice to the Boards of Directors of PG&E Corporation and Pacific Gas and Electric Company (together, PG&E).  This support includes matters related to corporate governance, corporate compliance, reporting, shareholder services, and travel and events planning for the Boards of the companies.

Position Summary

The Board of Directors Liaison is a critical partner in coordinating board and committee meetings for the PG&E Corporation and Pacific Gas and Electric Company Boards of Directors.  The Board Liaison will support the Director of Corporate Governance and other members in the Corporate Secretary’s Office on matters relating to the Boards of Directors, Board committees, and Board/committee meetings and events. 

The Board Liaison will have strong attention to detail; excellent organizational/planning skills; the ability to establish priorities, multi-task, and react quickly and professionally in high-pressure situations; exceptional diplomacy and discretion and the ability to maintain strict confidentiality; strong communication skills; and the ability to interact effectively with people at all levels.  The Board Liaison must have strong interpersonal skills and sense of teamwork, and a positive attitude and approach to the job.

This position is hybrid, working from your remote office and your assigned work location based on business needs or company requirements. The assigned work location will be within the PG&E Service Territory and will be agreed upon by the successful candidate and hiring leader.

PG&E is providing the full salary/pay range for this position. The actual amount paid to an individual will be based on multiple factors, including, but not limited to, internal equity, specific skills, education, licenses or certifications, experience, market value, and geographic location. The range to reasonably expect will be around the minimum and the midpoint. The final decision will be made on a case-by-case basis related to the factors above. This job is also eligible to participate in PG&E’s discretionary incentive compensation programs.

Bay Area Min: $105,000

Bay Area Mid: $137,000

Bay Area Max: $169,000

Job Responsibilities

• Manage and coordinate all logistical arrangements for meetings of the Boards of Directors and Board committees as well as other Board events, including arrangements relating to conference rooms, conference calls, audio/visual needs, catering, and Board members’ air/ground transportation and hotel accommodations. 

• Identify site locations (hotels/restaurants) and negotiate and manage contracts for offsite Board events.  Manage relationships with caterers and hoteliers.  Select menus.

• Manage, process, and track all payments to vendors for Board members’ travel expenses and other expenses related to Board and committee meetings and other Board events.  This includes managing and reconciling a high volume of purchasing card charges and preparing detailed Concur expense reports regarding these charges. 

• Manage, process, and track all payments to Board members, including quarterly retainers, meeting fees, expense reimbursements, and cash payments under director retirement and deferred compensation plans.

• Perform complex calendaring for Board and committee meetings and other Board events.  Contact directors, officers, and/or their assistants to determine directors’ and officers’ schedules, prepare summaries of director/officer availability and recommended times/dates, and confirm times/dates of meetings and events.  Maintain and manage master calendars related to Board/committee meetings and events.

• Manage relationship with other teams involved in Board matters such as IT, Security, and Facilities.

• Collaborate on income tax reporting relating to payments to current and retired Board members, including tracking retainers, meeting fees, and other income received by Board members; and preparing, distributing, and filing IRS Forms 1099-MISC and 1096.

• Provide administrative support to Board members in connection with other company meetings and events, as well as other activities undertaken on behalf of the company, such as director education programs and conferences.

• Prioritize, track, and take initiative to handle both internal and external inquiries and requests for information related to Board members or Board and committee meetings and other Board events.

• Collaborate with members of the Corporate Secretary’s Office and other department staff on other matters relating to the Boards of Directors and Board committees.  This may include assisting with budgeting for and tracking Board-related expenses, and performing benchmarking or research on other companies’ Board practices.

Qualifications

Minimum

• High School Diploma 
• Minimum of 5 years of administrative experience or in a related position in a fast-paced environment

Desired

• Associates or Bachelor’s Degree preferred
• Events planning and/or hospitality industry experience
• Minimum of 10 years of experience supporting senior level leaders