Director's Assistant - Strategy Team

Requisition ID # 169655 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Engineering, Planning & Strategy

Work Type: Hybrid

Job Location: Oakland

Department Overview 

PG&E’s Strategy team leads the development and facilitation of True North Strategy, co-creates and supports strategy and policy initiatives related to Energy System Strategies, and incubates emerging business opportunities. With PG&E’s core values of serving our planet and delivering for our hometowns at heart, the team assesses cross-functional and line of business-specific industry trends and opportunities, provides internal consulting to support functional area strategy development and performance improvement, and leads high-profile utility initiatives. 

Position Summary 

We are seeking a Director’s Assistant who can provide professional administration support to Directors in the Strategy team. Additionally, this position would back up other Administrative Assistants, as necessary. All employees are responsible for performing their jobs in accordance with PG&E's vision and values. 

This position is hybrid, working from your remote office and your assigned work location 2-3 days a week on average or based on business need. The work location is Oakland, CA. 

This is an hourly position. 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 of the range.  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 Minimum: $36.06 hourly

Bay Area Midpoint: $45.19 hourly

Bay Area Maximum: $54.32 hourly

Job Responsibilities  

• Scheduling & Meeting Logistics: 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. Serve as the coordinator for the team with respect to team meetings and other activities.  
• Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with answering and screening phone calls, take detailed phone messages. Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. 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.  
• Coordinate Travel & Events: Handle all travel-related aspects for individuals and groups. Arranging conference facilities and catering. Managing logistics for travel, group, and events arrangements. Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines. 
• Office Supplies & Equipment: Order new equipment or schedule service or maintenance as needed.  
• Prepare Invoices, Purchase Orders, Expense Reports, and Budgets: Manage commercial card usage and reconciliation of statements. Monitor adherence to expense report policy. Process and monitor contracts through internal systems, co-ordinate with supplier management team, and monitor invoices.  
• HR, Safety Compliance Training, and 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, 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. Handle all aspects of new employee onboarding.  
• Miscellaneous HR  support: Occasionally, support leaders with managing calendars and HR related support e.g., organizational and personnel change requests.

NOTE: Other responsibilities may be assigned, in addition to those listed above, and based on the needs of the Leader and the organization. Occasionally, scheduling of remote meetings or conference arrangements, including hotel or other conference facilities for large groups, with logistical complexities may be required. This may include coordinating and planning for multiple speakers and site related logistics and additional presentation preparation as needed. 

Qualifications  

Minimum: 

• High School Diploma
• 3 years of administrative support experience  

Desired: 

• Bachelors or Associates degree preferred
• 5 or more years of administrative support experience at a director level or above 

• Experience with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio, and SharePoint Flexible and agile as work environment requires 

• Someone who manifests trust, and is known for his/her high ethics and integrity 

• Resourceful 

• Organizational savvy 

• Motivated, self-starter, eager to master new skills 

Knowledge, Skills, and Abilities: 

• Strong communication & interpersonal skills 

• Portray a high degree of professionalism 

• Highly organized with exceptional planning skills 

• Analytical thinker with the ability to anticipate the requirements of the individuals supported 

• Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines 

• Ability to use discretion and judgment in dealing with sensitive or confidential information 

• Ability to foster teamwork, and work collaboratively 
• Working knowledge of Word, Excel, PowerPoint, Outlook, and Internet search capabilities