Director's Assistant

Requisition ID #

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Customer & Enterprise Solutions

Work Type: Hybrid

Job Location: Oakland

Department Overview

Enterprise Business & Technology Modernization is a cross-functional organization leading PG&E's Propel and Elevate programs, a major business and technology modernization initiative designed to unlock customer value by simplifying collaborative work processes. Elevate will migrate PG&E to the new version of GIS and Utility Network, presenting a unique opportunity for PG&E to standardize business processes, move to out of the box technology, and enable innovation for breakthrough change across Engineering, Operations, and Information Technology.  

Enterprise Business & Technology Modernization is comprised of multi-disciplinary coworkers with deep functional and industry expertise to design and implement end-to-end business processes and technology solutions following industry-leading practices. The team partners closely with IT and external partners to work collaboratively with many stakeholders to adopt standard processes and maximize the use of out-of-the-box proven technology solutions to meet business needs. Each role in this department offers immense career growth potential and a once-in-a-lifetime opportunity to accelerate the outcomes of our True North Strategy and deliver for our customers.

Position Summary

Provides administrative support to one or more Directors or Executives in the Elevate Program.

This position is hybrid, working from your remote office and Oakland, CA 3 days 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 hourly 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 $36.06 to $49.71.

Job Responsibilities

• Audit/monitor for adherence to corporate travel guidelines.
• Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.
• 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.
• 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.
• Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.
• Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.
• Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials. Process, distribute mail.
• 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.
• May assist or coordinate maintaining information on intranet site. Maintain a records management system, including efficient filing system, document storage.
• Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order new equipment or schedule, service / maintenance. Order supplies.
• Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader and the organization.
• Prepare Invoices, Purchase Orders, Expense Reports, Budgets: Assist with processing invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. May monitor department budgets and 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.
• 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.
• 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. use 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.

Qualifications

Minimum:

• High School or GED-General Educational Development-GED Diploma
• Administrative experience, 3 years

Desired:

• Associates Degree or equivalent experience
• 1 year experience preparing invoices, purchase orders, expense reports, budgets
• 3 years' experience supporting Director and above in a similar capacity
• 1 year experience coordinating events including travel, facilities, conferences, catering