Director's Assistant

Requisition ID # 162646 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Electric Operations

Work Type: Hybrid

Job Location: Oakland

Position Summary

This position will support the Director of Substation Operational Readiness and T&S Business Strategy & Performance. The Main HQ for this role is at our Oakland General Office, but travel will be required weekly to our Dublin Command Center, San Ramon Offices, and other occasional travel around the service territory at least once per week. The role will also support ELT meetings around the service territory.

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:

• Minimum Base Salary (Bay Area)    $75,000.00
• Mid Base Salary (Bay Area)    $94,000.00
• Maximum Base Salary (Bay Area)    $113,000.00

Responsibilities

Daily Tasks

• Email Management: Efficiently sort and prioritize emails, ensuring the Director is alerted to urgent issues. Create action item list with dates.
• Schedule Coordination: Manage the Director’s online calendar, organizing virtual meetings and noting any in-person appointments. Validate key participants have excepted or a delegate has been assigned. 
• Document Handling: Draft, format, and manage digital documents and reports. Utilize cloud storage for easy access and collaboration.
• Expense Tracking: Monitor and report on daily expenses. Make travel arrangements if necessary: hotel booking, travel time, meeting rescheduling, etc. 
• Online Task Follow-Ups: Keep track of action items from meetings using digital task management tools. Follow up with action owners to ensure tasks are completed on time.

Weekly Tasks

• Meeting Agendas: Prepare and distribute agendas for weekly meetings.
• Project Monitoring: Remotely gather updates on Substation Operations projects, coordinating with team members via online platforms.
• Resource Arrangement: Organize digital resources for weekly activities and meetings.
• Weekly Summaries: Compile and send digital summaries of the week’s key events and decisions. Draft key action items for the next week. (Look ahead items)
• Travel Planning: If travel is needed, organize it and ensure all details are communicated digitally.

Monthly Tasks

• Monthly Reporting: Compile digital reports on performance, expenses, and other relevant metrics. Ensure director’s direct reports expenses are reviewed and educate if changes need to be made prior to submitting to the director.
• Meeting Scheduling: Organize monthly MOR/ Problem Solving sessions and occasional in-person meetings.
• Performance Data Collection: Assist in collating performance review materials using online tools.
• Budget Management: Support budget tracking and reporting through digital platforms.
• Professional Development Coordination: Arrange for online training sessions or seminars for the Senior Director.
• Stakeholder Communication: Draft and circulate monthly digital communications.

Additional Responsibilities

• Communication: Maintain clear and constant communication with the Director and team members.
• Confidentiality in a Digital Environment: Ensure the security and confidentiality of information in a remote setting.
• Liaison Role: Serve as a digital liaison, facilitating communication between the Director and other parties.
• Process Innovation: Continuously seek ways to improve remote work processes and digital collaboration tools.

Qualifications

Minimum:

• 3 years of Administrative Support experience
• High School Diploma or GED

Desired:

• Associates Degree or equivalent experience
• Communication & interpersonal skills, portraying a high degree of professionalism
• Organization and planning skills
• Attention to detail
• 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
• SAP and ARIBA