Hiring in Pacific Gas and Electric For Senior Director’s Assistant

Job Description:

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.

Job Responsibilities:

• Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.
• 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.
• Meeting or conference arrangements on occasion include hotel or other conference facilities for large groups, with logistical complexities that may include coordinating and planning for multiple speakers and site related logistics and preparation
• Reports to and assists a Senior Director(s) Understands and supports the single complex company-wide function or the complex multiple business functions reporting into the Senior Director
• 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.
• 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.
• Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order new equipment or schedule, service / maintenance. Order supplies.
• Audit/monitor for adherence to corporate travel guidelines.
• 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. 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.
• Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.
• 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.
• 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.
• Travel and event arrangements are often for multiple employees, with logistical complexities that may include coordinated ground transportation, conferencing facilities and equipment.
• Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.

Qualification & Experience:

• Associates Degree or equivalent experience
• Experience in supporting director-level leader or above, 1 year
• High School or GED-General Educational Development-GED Diploma
• Administrative experience, 4 years

Job Details:

Company: Pacific Gas and Electric Company

Vacancy Type: Full Time

Job Functions: Utilities

Job Location: San Ramon, CA, US

Application Deadline: N/A

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