Senior Director's Assistant

Requisition ID # 166563 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Information Technology

Work Type: Hybrid

Job Location: Oakland

Department Overview

PG&E is more than the traditional pipes and wires that deliver gas and electricity to customers. The Company operates and maintains an extensive technology footprint that supports around 10 million electric and natural gas customers, over 1,000 software applications, a distributed network infrastructure with over 5,000 miles of fiber optic cables, and many thousands of devices used by employees in the delivery of services.

The Information Technology (IT) organization provides a strategic IT orientation, assesses and acquires relevant technologies, and identifies opportunities to use information technology to provide improved levels of service to PG&E employees and customers. The IT Grid, Wildfire and SmartMeter technology team, within IT, is focused on technology strategy, delivery and operations for critical technology that enable the safe and reliable operations of the grid while integrating renewable resources and mitigating risk of a changing climate.

Position Summary

The Senior Director’s Assistant will report to and provide administrative support to the Senior Director, Directors and workforce within the IT Grid, Wildfire and SmartMeter organization . The successful candidate should understand and support the multiple functions reporting into the Senior Director and key partners to the organization companywide. This position may lead and guide the work of other administrative support personnel, and mentor other administrative support personnel. This position may conduct some analyst work to support the organization. All employees are responsible for performing their jobs in accordance with PG&E’s vision and values. 

The position is hybrid working from your home office, the Oakland General Office, the San Ramon office or other PG&E offices occasionally. In office attendance is estimated 1-2 days per week or based on business needs or company requirements.

PG&E is providing the hourly rate 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 hourly rate 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 between the entry point and the middle of the range, 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 $44.71 - $66.83. 

Job Responsibilities

Responsibilities typically include many or all the following:

Calendaring, Scheduling & Meeting Logistics:

• Manage & prioritize calendar for Senior Directors and Directors
• 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.

Written & Oral Correspondence:

• Compose, proofread, edit & format written correspondence, agendas, and documents for signature.
• 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 leaders, and use discretion and business judgment to respond directly or to forward to team members for response.

Documentation & Records Management:

• Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature.
• Run and distribute reports (e.g., Training, compliance, etc.) and track progress.
• Utilize collect data from various sources to maintain various Excel workbook (e.g., headcount report)
• Prepare copies, arrange materials.

Coordinate Travel, Events & Expenses:

• Handle all travel related aspects for Senior Director and Directors(and Direct Reports if needed)
• Arranging conference facilities, catering and meet food delivery.
• Managing logistics for travel, group, and events arrangements.
• Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.
• Manage expenses and reporting for Senior Director and Directors (Timely reconciliation of expense reports with adherence to expense report policy. Manage commercial card usage and timely reconciliation of statements.)

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.
• 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 and contractor (Fieldglass) onboarding.

Create Presentations:

• Create, assemble, modify, proofread presentations, spreadsheets, reports.
• Create reports & track metrics, supporting Lean operating system and operating reviews.
• Manage data, metrics tracking and reporting, report creation and execution.

Other duties:

• Backup Other Administrative Assistants: Provide backup and support to other Executive Assistants as required, including travel to Oakland General Office as needed.
• Frequently resolves scheduling conflicts by evaluating and judging business needs and priorities, working with other Executive and Sr. Executive Assistants as well as with business leaders and others across the company.
• Often works proactively, anticipating and identifying needs and coordinating support from all levels within the organization.

Qualifications

Minimum:

• High School Diploma OR equivalent
• 4 or more years of administrative support experience

Desired:

• 1 or more years of experience supporting Director level
• Secondary education (some college or professional certification) demonstrates advanced reading, writing and communications skills.

 Knowledge, Skills, and Abilities:

• Flexible and open to change
• Communication & interpersonal skills that reflect a high degree of professionalism
• Resourcefulness
• Organization and planning skills
• Attention to detail
• Analytical thinking
• Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
• Ability to use discretion and judgment in dealing with sensitive and confidential information
• Political and organizational savvy
• Motivated, self-starter, eager to master new skills
• Ability to foster teamwork, collaborative environment
• Software / Office Applications: Good working knowledge of Outlook, Word, Excel, and PowerPoint
• Experience and knowledge with PG&E specific applications such as Ariba, Concur, HR SAP, CATS, Visio, SharePoint