Executive Assistant

Requisition ID# 163581

Job Category: Administrative / Clerical

Job Level: Individual Contributor

Business Unit: Electric Engineering

Work Type: Hybrid

Job Location: Oakland

Department Overview

Electric Transmission & Distribution (T&D) Engineering is responsible for resilient and reliable design and technology development for transmission, substation, and distribution system. (Central Design & Estimating, T&S Engineering & Test, Technology Development, Compliance, and Reliability & Risk) all report into Electric T&D Engineering.

Position Summary

The Executive Assistant will provide immediate support to the Vice President of Electric T&D Engineering along with the Sr Director, System Performance & Reliability.We seek a highly productive individual with the ability to independently plan, organize, schedule, and carry out multiple tasks with initiative and discretion.The individual will be interfacing with external professional organizations and universities and will coordinating meetings globally. The ability to anticipate the needs of the individuals and groups, to work well with executive assistants and support staff in other departments, to be flexible and maintain quality and attention to detail, and to manage time and ensure completion of tasks are crucial to success in this role.

This will be a hybrid position, based out of our Oakland office. Must be able to work from Oakland office as business needs require.Some travel within the territory might be required for this position.

PG&E is providing the salary range that the company in good faith believes it might pay for this position at the time of thejob posting. This compensation range is specific to the locality of the job. The actual salary paid to an individual will bebased on multiple factors, including, but not limited to, specific skills, education, licenses or certifications, experience,market value, geographic location, and internal equity.Although we estimatethe successful candidate hiredinto this rolewill be placed towards the middle or entry point of the range, the decisionwill be made on a case-by-casebasis related tothese factors.

A reasonable salary range is:

• Minimum Base Salary (Bay Area) $102,000.00
• Mid Base Salary (Bay Area) $132,000.00
• Maximum Base Salary (Bay Area) $162,000.00

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.
• Event Planning: Handle all conference logistical details for industry conferences, including registration, transportation, hotel, schedules. Plan and execute logistical details for PG&E-sponsored Investor Day. Handle logistics for Investor Relations non-deal road shows inside and outside of the United States.
• 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 domestic and global 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 and maintain an inventory of items required. Order new equipment and personal protective equipment or schedule, service / maintenance. Order supplies.
• Prepare Invoices, Purchase Orders, Contracts, Expense Reports, Budgets: Assist with processing of invoices, goods receipts, contracts, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. Monitor adherence to expense report policy. May maintain subscriptions, memberships. Process check & wire transfer requests.
• HR, Safety, Compliance Training, Building & Asset Related Tasks: Handle HR related administrative tasks including, organization change requests, pay change requests, rewards and recognition forms, organization chart updates. 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.
• Backup Other Administrative Assistants: Backup and support 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 or GED-General Educational Development-GED Diploma
• 5 years of Administrative experience

Desired:

• Associates Degree or equivalent experience
• Experience in supporting senior director-level leader or above, 2 years
• Coordinating and scheduling experience
• Workload/Time Management skills
• Excellent communication skills
• Proven track record of: compliance, teamwork, resourcefulness, and acting with ethics and integrity
• Able to handle confidential information
• Strong customer/client focus
• Proficient with Microsoft Word, Excel and PowerPoint
• Knowledge of company wide applications such as SRM, Concur, HR SAP, CATS
• Ability to manage several priorities
• Project management experience
• Ability to coordinate travels globally and manage expense reports at different platforms
• Ability to travel occasionally if required