Director's Assistant - Oakland

Requisition ID # 167991 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Operations - Other

Work Type: Hybrid

Job Location: Oakland

Position Summary

Provide administrative support to one or more Directors or Executives. All employees are responsible for performing their jobs in accordance with PG&E’s vision and values.

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, collective bargaining agreements, and internal equity.

The hourly rate for this position ranges from $54.33 to $34.13.
This job is also eligible to participate in PG&E’s discretionary incentive compensation programs.

Job Responsibilities

•    Calendaring, Scheduling & Meeting Logistics: Manage & prioritize calendar. Arrange ongoing/recurring as well as ad hoc meetings & conference calls. Schedule conference rooms, set up audiovisual equipment, and manage online meeting tools and events. Coordinate & ensure meeting logistics are in place. Reschedule appointments. May greet and escort parties to scheduled meetings.
•    Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with phones, phone screening, oral contacts & communications, and take phone messages. Utilize polished professionalism and communication skills while serving as a 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, using discretion and business judgment to respond directly or forward them to team members for response.
•    Refer / Delegate / Track Questions, Actions & Issues: Refer or delegate business issues or questions to others for resolution on behalf of the leader or team. Follow up to ensure the status & resolution of any problems or questions. Track action items using a follow-up system, tool, or process, and communicate and report on their status.
•    Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, and meeting materials for signature. Prepare copies, arrange materials.  Process and distribute mail.
•    May assist or coordinate maintaining information on the intranet site. Maintain a records management system, including an efficient filing system and document storage.
•    Coordinate Travel & Events: Handle all travel-related aspects for individuals and groups. Arranging conference facilities and catering, and managing logistics for travel, group, and event arrangements. Create detailed itineraries.
•    Audit and monitor adherence to corporate travel guidelines.
•    Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order new equipment, schedule service/maintenance, or order supplies.
•    Prepare Invoices, Purchase Orders, Expense Reports, Budgets: Assist with processing of invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. May monitor department budgets and costs. May monitor adherence to expense report policy. May include credit card administration. May maintain subscriptions and memberships. May process check & wire transfer requests. May prepare and distribute invoices and request payment.
•    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, recognition forms, organization chart updates, and 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 onboarding new employees.
•    Create Presentations: Create, assemble, modify, and proofread presentations, spreadsheets, and reports.
•    Create Reports & Track Metrics: Manage data, metrics tracking, and reporting, as well as report creation and execution.
•    Backup Other Administrative Assistants: Provide backup and support to other Executive Assistants as needed.
NOTE: Additional responsibilities may be assigned, as needed, to support the Leader and the organization.

Qualifications

Minimum:

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

Desired:

• Bachelor's or Associate's Degree or equivalent experience
• Experience in supporting a director-level leader or above, 1 year
• Excellent communication skills
• Attention to detail