Senior Director's Assistant

Requisition ID # 167059 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Customer & Enterprise Solutions

Work Type: Hybrid

Job Location: Oakland

Department Overview

PG&E’s Customer and Enterprise Solutions (C&ES) organization serves 16 million residential and business customers across Northern and Central California. Our 2,500 C&ES coworkers are dedicated to delivering excellent customer experiences every day. C&ES’s customer-facing teams include contact centers; billing and payments; local customer engagement; PGE.com; and marketing and communications. C&ES is also responsible for developing and implementing internal solutions to improve business performance and processes including the Lean operating system; a companywide SAP upgrade; and strategic planning and operations.  

The Enterprise Lean Office (ELO), part of the Customer and Enterprise Solutions team, champions the deployment of the Lean Operating System at PG&E.  ELO is responsible for developing standards, leading training, and deploying coaches to support PG&E coworkers to effectively implement Lean at PG&E.  We utilize lean methodologies and tools to streamline processes, eliminate waste, and continuously improve our operations to deliver exceptional value to our customers and coworkers.

Position Summary

This provides comprehensive administrative support to executive(s) in the Enterprise Lean Office.  The successful candidate will often  work proactively, anticipating needs, and coordinating administrative and professional support for assigned leader.  Understands and supports the multiple complex company wide functions or operating units reporting into the Executive.

This position is hybrid, working from your remote office and Oakland, CA approximately twice per week, or more, based on business needs.

PG&E is providing the hourly range that can reasonably be expected for this position at the time of the job posting. This salary 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, internal equity, specific skills, education, licenses or certifications, experience, market value, and geographic location. 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 $44.71 to $61.34.

Job Responsibilities

Executive Support and Scheduling:

• Manage and prioritize complex calendars.  Coordinate recurring and ad hoc meetings, Ensure meeting logistics are in place for in person and virtual meetings. Prioritize and reschedule appointments. May greet and escort internal or external parties to scheduled meetings.
• Frequently resolve scheduling conflicts by evaluating and judging business needs and priorities, working with other Executive and Sr. Executive Assistants as well as with business leaders and others across the company.
• 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.
• Compose, proofread, edit & format written correspondence, agendas, and documents for signature.
• Assist with phones, phone screening, oral contacts & communications.  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.
• Manage meeting or conference arrangements that include hotel or other conference facilities for large groups, with logistical complexities that may include coordinating speakers, special guests outside of PG&E, site specific requirements determination, evaluation and selection, field trips, post conference excursions and event activities.
• Backup other Executive Assistants as required.

Support Lean Operating Reviews:

• Maintain and update the team’s DOR and WOR Trackers, update metrics under guidance of teams’ leaders.

HR and Compliance Administration:

• Handle time reporting, organization change requests, personnel change requests, rewards and recognition forms, organization chart updates.
• Maintain emergency contact lists and ensure compliance with safety and training protocols. Monitor & track staff participation in required training.   Ensure that organization reporting to the executive completes required training, performance reviews and other required activities by established deadlines.
• New employee Onboarding - Order LAN ID and assets for new hires. Handle all aspects of new employee onboarding.

Travel & Event Coordination:

• Manage end-to-end logistics for individual and group travel, conferences, and events.
• Arrange facilities, catering, and create detailed itineraries while ensuring compliance with corporate travel policies.  Travel and event arrangements are often for multiple leadership and other employees, frequently with associated logistical complexities that include coordinated ground transportation, multiple destinations and hotels, foreign destinations, group activities and event arrangements.

Prepare Invoices, Purchase Orders, Expense Reports:

• Invoice & Purchase Order Processing: Prepare and manage invoices, purchase orders, and requisitions in alignment with company protocols.
• Expense Reporting: Assist with expense report preparation, ensure policy compliance, and reconcile P-Card/C-card statements. Monitor and process a high volume of expenses, scrutinizing against policy but also for perception of expenses (i.e. limo, expensive meals, etc.)
• Credit Card Administration: Oversee corporate card usage, including statement reconciliation and adherence to reporting standards.
• Memberships & Subscriptions: Maintain records and renewals for professional memberships and subscriptions.
• Payment Coordination: Process check and wire transfer requests, and manage invoice distribution and payment follow-ups.

Software / Office Applications: 

• Advanced knowledge of Microsoft Outlook, and Teams/Sharepoint. Working knowledge of Word, Excel, PowerPoint, Co-pilot
• May also require experience and knowledge with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio

Qualifications

Minimum:

• High School or GED-General Educational Development-GED Diploma
• Administrative experience, 4 years

Desired:

• Associates or Bachelor's Degree 
• 5 years of administrative support experience
• 2 years supporting VP or Senior Director level
• Strong organizational and time management skills
• Proficiency in Microsoft Office and SAP systems
• Ability to work proactively, interdependently and anticipate needs
• Excellent communication and interpersonal skills
• Discretion and judgment in handling sensitive information