Executive Assistant

Requisition ID # 163270 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Electric Operations

Work Type: Hybrid

Job Location: Oakland

Department Overview
PG&E’s Underground Program organization is working to reduce wildfire risk each day as we underground 10,000 miles of distribution lines.  We are responsible for working across all internal teams and engaging external stakeholders to support successfully meeting our goals and reducing wildfire risk in our hometowns. We work in an exciting and fast-paced environment. PG&E’s Electric Construction Management organization oversees over $2 billion in contract construction work for Electric Operations, including the Undergrounding program, New Business and numerous other critical programs.  We deliver safe and efficient construction services for our customers and our internal partners.

Position Summary 
The Executive Assistant will report to the VP, Undergrounding & System Hardening and also support the VP, Construction Management for Electric Operations and their respective teams.
We seek a highly productive individual with the ability to independently plan, organize, schedule, and carry out multiple tasks with initiative and discretion. You should possess the ability to anticipate the needs of the individuals and groups, to work well with other executive assistants, director’s assistants, clerks and support staff in other departments. 

This role will require you to be nimble while maintaining quality and attention to detail to your desk as well as the VPs’. You demonstrate outstanding time management skills and ensure completion of tasks which are crucial to success in this role.

PG&E is providing the hourly rate 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 hourly rate 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 between the entry point and the middle of the range, the decision will be made on a case-by-case basis related to these factors. This job is also eligible to participate in PG&E’s discretionary incentive compensation programs.  

*The hourly rate for this position ranges from $49.04 to $77.88.

Job Responsibilities 
Responsibilities typically include many or all of the following: 

• 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. Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Utilize polished professionalism and communication skills while serving as liaison internally and externally on behalf of the leader or department.
• Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials. Process, distribute mail. May assist or coordinate maintaining information on intranet site. Maintain a records management system, including efficient filing system, document storage. Coordinate Travel & Events: Handle all travel related aspects for supported leaders. Audit/monitor for adherence to corporate travel guidelines. Office Supplies & Equipment Ordering: Order and maintain an inventory of items required. Order new equipment or schedule, service / maintenance. 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. Monitor adherence to expense report policy. May maintain subscriptions, memberships. Process check & wire transfer requests. HR, Safety, Compliance Training, Building & Asset Related Tasks: Handle HR related administrative tasks including, organization change requests, pay change requests, rewards and recognition forms, organization chart updates.
• 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. Support new employee onboarding. Backup Other Administrative Assistants: Backup and support other Executive Assistants as required.

NOTE: Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader and the organization.

Qualifications:

Minimum: 
•    High School Diploma required 
•    Five (5) or more years of administrative support experience 
Desired: 
•    Associates Degree or equivalent experience
•    Experience in supporting senior director-level leader or above, 2 years
•    Coordinating and scheduling experience
•    Workload/Time Management skills
•    Excellent communication skills
•    Proven track record of: compliance, teamwork, resourcefulness, and acting with ethics and integrity
•    Able to handle confidential information
•    Strong customer/client focus
•    Highly proficient with Microsoft Excel
•    Proficient with Microsoft Word and PowerPoint
•    Knowledge of company wide applications such as SRM, Concur, HR SAP, CATS