Senior Director's Assistant

Requisition ID # 166090 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Engineering, Planning & Strategy

Work Type: Hybrid

Job Location: Oakland

Department Overview

1. Land Management ensures PG&E’s property rights are protected for its fee-owned lands and easements. The team supports operations and every facility type throughout the service territory, including all Gas, Electric, and Generation assets, as well as supporting facility access through managing easements, roads and boardwalks. The team is comprised of 280 employees across the service territory in five functional areas: Land Survey and Engineering, Land Acquisition, Land Rights, Hydro Support and Surplus Property and Natural Resource Management.
2. Aviation Services
3. Enterprise Service Delivery Business Operations

Position Summary

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. 

A reasonable salary range is:​

Bay Area Minimum: $93,000​

Bay Area Maximum: $139,000​

Provide administrative support to up to four Senior Directors and / or Directors. All employees are responsible for performing their jobs in accordance with PG&E’s vision and virtues.

This position is hybrid, working from your remote office and your assigned work location based on business need.

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. 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.
• 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 reconciliation 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: Utilize Lean methodology to manage data, metrics tracking and reporting, report creation and execution. Run daily, weekly, and monthly operating reviews.
• Backup Other Administrative Assistants: Backup and support to 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
• 4 or more years of administrative support experience required, 1 or more years of experience supporting Director level preferred.

Desired

• Bachelor’s Degree