Senior Director's Assistant

Requisition ID# 161117Job Category: Administrative / ClericalJob Level: Individual ContributorBusiness Unit: Engineering, Planning & StrategyWork Type: HybridJob Location: OaklandDepartment OverviewPG&E's Strategy team leads the development and facilitation of True North Strategy, co-creates and supports strategy and policy initiatives related to Energy System Strategies, and incubates emerging business opportunities. With PG&E's core values of serving our planet and delivering for our hometowns at heart, the team assesses cross-functional and line of business-specific industry trends and opportunities, provides internal consulting to support functional area strategy development and performance improvement, and leads high-profile utility initiatives.Position SummaryWe are seeking a Senior Director's Assistant who can provide professional administration support to one or more Directors in the Strategy team. Additionally, this position would back up the Engineering, Planning and Strategy Executive Assistant and other Administrative Assistants, as necessary. All employees are responsible for performing their jobs in accordance with PG&E's vision and values.The role is hybrid working from your remote office and in-person at the Oakland General Office 2-3 days a week on average or based on business needs.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.The hourly rate for this position ranges from $44.71 to $66.82. This job is also eligible to participate in PG&E's discretionary incentive compensation programs.Job Responsibilities:Calendaring, Scheduling & Meeting Logistics : Manage & prioritize Senior Director's 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. Serve as the coordinator for the team with respect to team meetings and other activities.Written & Oral Correspondence : Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with answering and screening phone calls, take detailed phone messages. Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. 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.Coordinate Travel & Events : Handle all travel related aspects for individuals and groups. Arranging conference facilities and catering. Managing logistics for travel, group, and events arrangements. Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.Office Supplies & Equipment : Order new equipment or schedule service or maintenance as needed.Prepare Invoices, Purchase Orders, Expense Reports, and Budgets : Manage commercial card usage and reconciliation of statements. Monitor adherence to expense report policy.Process and monitor contracts through internal systems.HR, Safety Compliance Training, and Building & Asset Related Tasks : Handle HR related administrative tasks including time reporting, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, and 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. Handle all aspects of new employee onboarding.NOTE: Other responsibilities may be assigned, in addition to those listed above, and based on the needs of the Leader and the organization. Occasionally, scheduling of remote meetings or conference arrangements, including hotel or other conference facilities for large groups, with logistical complexities may be required. This may include coordinating and planning for multiple speakers and site related logistics and additional presentation preparation as needed.QualificationsMinimum:High School Diploma4 years of administrative support experienceDesired:5 or more years of administrative support experience at a director level or aboveExperience with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio, and SharePoint Flexible and agile as work environment requiresSomeone who manifests trust, and is known for his/her high ethics and integrityResourcefulOrganizational savvyMotivated, self-starter, eager to master new skills

Knowledge, Skills, and Abilities:Strong communication & interpersonal skillsPortray a high degree of professionalismHighly organized with exceptional planning skillsAnalytical thinker with the ability to anticipate the requirements of the individuals supportedAbility to manage multiple tasks efficiently, prioritize work and manage time to meet deadlinesAbility to use discretion and judgment in dealing with sensitive or confidential informationAbility to foster teamwork, and work collaborativelyWorking knowledge of Word, Excel, PowerPoint, Outlook, and Internet search capabilities