Requisition ID # 162254 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Engineering, Planning & Strategy

Work Type: Hybrid

Job Location: Oakland

 

 

 

Position Summary

 

Provides administrative support to one or more leaders up to the senior director level. Position will support two managers, two directors and one senior director level staff; subject to change based on business need.

This position is hybrid, working from your remote office and your assigned work location based on business need. The assigned work location will be Oakland General Office (OGO). General expectations for working days in OGO are Tuesday, Wednesday, and Thursday of each week.  There may be occasional reporting to alternate work locations, such as San Ramon, based on business need.

 

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: 

Bay Area Minimum: $93,000
Bay Area Maximum: $139,000
 

 

 

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.  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.  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: Manage data, metrics tracking and reporting, report creation and execution. Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.  May be involved in space planning, business office equipment evaluation and procurement.  Often works proactively, anticipating needs, coordinating additional administrative support. 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 or GED-General Educational Development-GED Diploma Administrative experience, 4 years

 

Desired:

Bachelors or Associates degree 1 year experience in supporting director-level leader or above Communication & interpersonal skills, portraying a high degree of professionalism  Organization and planning skills Attention to detail, analytical thinking Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines Flexible and open to change Resourcefulness 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, collaborative environment Software / Office Applications: Working knowledge of Word, Excel, PowerPoint, Outlook, Teams, Power BI. May also require experience and knowledge with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint