Senior Director's Assistant (Flexible Location)

Requisition ID # 163278 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Engineering, Planning & Strategy

Work Type: Hybrid

Job Location: Oakland; Alameda; Alta; American Canyon; Angels Camp; Antioch; Auberry; Auburn; Avenal; Avila Beach; Bakersfield; Balch Camp; Bear Valley; Belden; Bellota; Belmont; Benicia; Berkeley; Brentwood; Brisbane; Buellton; Burney; Buttonwillow; Calistoga; Campbell; Canyon Dam; Canyondam; Capitola; Caruthers; Chico; Clearlake; Clovis; Coalinga; Colusa; Concord; Concord; Corcoran; Cottonwood; Cupertino; Daly City; Danville; Davis; Dinuba; Downieville; Dublin; Emeryville; Eureka; Fairfield; Folsom; Fort Bragg; Fortuna; Fremont; French Camp; Fresno; Fresno; Fulton; Garberville; Geyserville; Gilroy; Goodyear; Grass Valley; Guerneville; Half Moon Bay; Hayward; Hinkley; Hollister; Holt; Houston; Huron; Jackson; Kerman; King City; Lakeport; Lemoore; Lincoln; Linden; Livermore; Lodi; Loomis; Los Banos; Lower Lake; Madera; Magalia; Manteca; Manton; Mariposa; Martell; Marysville; Maxwell; Menlo Park; Merced; Meridian; Millbrae; Milpitas; Modesto; Monterey; Montgomery Creek; Morgan Hill; Morro Bay; Moss Landing; Mountain View; Napa; Needles; Newark; Newman; Novato; Oakdale; Oakhurst; Oakley; Olema; Orinda; Orland; Oroville; Palo Alto; Palo Cedro; Paradise; Parkwood; Paso Robles; Petaluma; Pioneer; Pismo Beach; Pittsburg; Placerville; Pleasant Hill; Point Arena; Potter Valley; Quincy; Rancho Cordova; Red Bluff; Redding; Richmond; Ridgecrest; Rio Vista; Rocklin; Roseville; Round Mountain; Sacramento; Salida; Salinas; San Bruno; San Carlos; San Francisco; San Francisco; San Jose; San Luis Obispo; San Mateo; San Rafael; San Ramon; San Ramon; Sanger; Santa Cruz; Santa Maria; Santa Nella; Santa Rosa; Selma; Shaver Lake; Sonoma; Sonora; South San Francisco; Springville; Stockton; Storrie; Taft; Tracy; Turlock; Twain; Ukiah; Vacaville; Vallejo; Walnut Creek; Wasco; Watsonville; West Sacramento; Wheatland; Whitmore; Willits; Willow Creek; Willows; Windsor; Winters; Woodland; Yuba City

Position Summary

This position will support 3 leaders including the Sr. Director, Electric Program Management, Director, EP&S Project Management and Director, Project Controls; support is subject to change based on business need. 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).

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.  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)            $93,000.00

Maximum Base Salary (Bay Area)           $139,000.00

Minimum Base Salary (California)         $88,000.00

Maximum Base Salary (California)        $132,000.00

Responsibilities

Job Responsibilities

• Calendaring, Scheduling & Meeting Logistics: Manage calendars for 3 leaders up to the Sr. Director level. Arrange ad hoc and recurring meetings considering needs based on meeting type: virtual, hybrid, in-person. Coordinate & ensure meeting logistics are in place.
• Written & Oral Correspondence: Compose, edit & format written correspondence, agendas, and documents for approval, awareness, and information. Utilize polished professionalism and communication skills while serving as liaison on behalf of the leaders and department with internal and external contacts and stakeholders. May monitor, sort and prioritize emails for the leaders, and use discretion and business judgment to escalate. Practiced public speaker and/or presenter skills are preferred.
• Documentation, Records Management & Digital Information Management: Prepare and assist in preparing documents, reports, presentations, meeting materials and other documents for approval, awareness and information. Maintain document organization in  digital systems and/or team workspaces, like MS Teams or SharePoint, with appropriate document retention requirements applied.
• Coordinate Travel & Events: Handle all travel related aspects for individuals and groups per company travel guidelines. Arranging conference facilities, catering. Managing logistics for travel, group and events arrangements. Create detailed itineraries.
• Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order supplies and new equipment or schedule, service / maintenance.
• 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. Ensure adherence to the expense report policy and methods of payment for self, leaders and team members.
• HR, Safety, Compliance Training, Facilities Related Tasks: Handle HR related administrative tasks including time reporting, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Support all aspects of coworker onboarding. Monitor & track staff participation in required training.
• Backup Other Administrative Assistants: Provide backup and support to other Executive Assistants for out of office coverage and with event and other ad hoc support.

Qualifications

Minimum:

• 4 years of Administrative Support experience
• High School Diploma or GED

Desired:

• Associates Degree or equivalent experience
• 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