Executive Assistant

Requisition ID # 165530 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Engineering, Planning & Strategy

Work Type: Hybrid

Job Location: Oakland

Department Overview    
PG&E’s Major Projects department establishes consistent and robust project management practices and governance across the enterprise enabling breakthrough outcomes in service of our hometowns. Major Projects plays an integral role in helping PG&E deliver for our hometowns, serve our planet, and lead with love, with a goal of developing a safe, reliable, resilient, de-carbonized and affordable energy system for all customers.
 
Job Summary: 
This position will support 2 leaders including the Vice President, Major Projects and Director, Enterprise Project Governance. This position is hybrid, working from your remote office, your assigned work location and alternate work locations throughout the service territory based on business need. The assigned work location will be Oakland General Office (OGO). 

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 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. Assist with phones, phone screening, oral contacts & communications, take phone messages. Utilize polished professionalism and communication skills while serving as 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, and use discretion and business judgment to respond directly or to forward to team members for response. May support communications strategy development and message framing.
•    Refer / Delegate / Track Questions, Actions & Issues: Refer or delegate business issues or questions to others for resolution on behalf of leader or team. Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on status.
•    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 individuals and groups. Arranging conference facilities, catering. Managing logistics for travel, group and events arrangements. Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.
•    Office Supplies & Equipment Ordering: Order & 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 reconcilliation of statements. May monitor department budgets, costs. May monitor adherence to expense report policy. May include credit card administration. May maintain subscriptions, memberships. May process check & wire transfer requests. May prepare and distribute invoices, 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, rewards and recognition forms, organization chart updates, 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 new employee onboarding.
•    Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.
•    Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.
•    Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.

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. This job is also eligible to participate in PG&E’s discretionary incentive compensation programs.

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)    $102,000.00
Mid Base Salary (Bay Area)    $132,000.00
Maximum Base Salary (Bay Area)    $162,000.00
 
This position is hybrid, working from your remote office. You will be expected to work in OGO approximately 3-4 days a week, depending on business needs.
 
Qualifications
Minimums:
•    Bachelors or Associates degree preferred, High School Diploma required
•    5 or more years of administrative support experience required, 2 or more years of experience supporting Sr. Director level preferred.  
 
Desired:
•    Communication & interpersonal skills, portraying a high degree of professionalism and ownership
•    Organization and event planning skills
•    Attention to detail and analytical thinking
•    Demonstrated success with some project management, process improvement and/or hybrid event management.
•    Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
•    Flexible and open to change
•    Resourceful and able to implement creative solutions
•    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 and work in a collaborative environment
•    Software / Office Applications: Skilled user of Microsoft Tools including: Outlook, Teams (meetings, file collaboration, Town Hall), Forms, SharePoint, Word, Excel, PowerPoint; Concur, Slack, SAP and ARIBA