Portland General Electric
Executive Assistant
Portland General Electric, Portland, Oregon, United States, 97204
At PGE, our work involves dreaming about, planning for, and realizing a smarter, cleaner, more enduring Oregon neighborhood. Its core to our DNA and we haven't stopped since we started in 1888. We energize lives, strengthen communities and drive advancements in energy that promote social, economic and environmental progress. We're always on the lookout for people passionate about leading and being a part of teams that are advancing innovative clean energy solutions that are also affordable and accessible to all.Job Function SummaryAdministrative Support
Provides a full range of administrative support to a corporate officer to enhance efficiency and support achievement of business goals.Key ResponsibilitiesGeneral Administrative Support:
Provides administrative support and confidential assistance to a corporate officer; receives visitors, callers and incoming mail; determines priority and personally handles incoming matters or refers to the officer or appropriate staff; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc. Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects. Communicates directives and information from the officer to managers and staff; reviews and manages incoming mail, documents submitted for approval/action and other action items and refers to staff for action, tracks and follows up to ensure completion.General Office Administration:
Participates in the development and implementation of administrative standards, policies and practices for the organization; ensures that standards, policies and practices are followed within the officer's organization. Handles all administrative tasks or issues that arise not requiring the attention of the officer or other staff; ensures efficiency and organization of office operations. Communicates directly and on behalf of the officer with other officers, managers, staff and others on matters related to the executive's priorities and views; maintains awareness of issues occurring in the environment and makes officer aware of those needing attention. Provides guidance on administrative requirements, standards and expectations to administrative support staff within the officer's domain; may provide mentoring, performance guidance or corrective action input to direct manager.Activity/Event Scheduling and Management:
Schedules meetings and appointments for officer; monitors schedule to keep officer informed of upcoming commitments and responsibilities; researches and coordinates with staff or personally provides background materials to prepare the officer for meetings and events. Coordinates, schedules and confirms travel arrangements (flights, hotels, transportation); creates itinerary; identifies or provides proper travel documents; makes changes as needed or requested. Plans and executes all logistics for officer's special events, meetings and off-sites, including reporting and troubleshooting problems with facilities, office equipment or furniture; selects, reserves and sets up venue and arranges catering; compiles and assembles participant packets and materials.Budget Support:
Collects and consolidates data to prepare officer's operating budget; monitors and analyzes expenditures and informs officer of variances and the reason for them; recommends adjustments in response to changing priorities and conditions.Personnel Support:
Tracks headcount and personnel actions; initiates position requisitions on behalf of officer; maintains records on employee cross-training, performance and recognition; maintains updated organization charts; collects and maintains scorecard data; supports hiring and onboarding processes.Purchasing Support:
Purchases a variety of office supplies, services and equipment using procurement cards and informal acquisition procedures; reconciles purchase card statements.Transactional Support:
Reviews, verifies and processes administrative transactions such as requisitions, change orders, travel authorizations, etc. using administrative software applications; provides expertise to other team members regarding functional user interface procedures and processes for administrative software applications.Education/Experience/CertificationsEducation:
Associate's degree in secretarial science, business administration or other related field preferred or equivalent experience.Experience Preferred:
Eight or more years in progressive administrative support and secretarial positions or a related field.Competencies (Knowledge, Skills, Abilities)Functional Competencies:Intermediate knowledge of PGE policies, procedures, philosophies and goalsIntermediate knowledge of the company's operations planning and budgeting proceduresAdvanced knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammarAdvanced knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organizationAdvanced skills in applying procedures and practices within the framework of established guidelinesAdvanced knowledge of the organization, functions, key personnel and sources of information of the office servedAdvanced computer skills using Microsoft Office (Word, Excel, PowerPoint, SharePoint) and eRecords and entering and processing dataWorking skills using office equipment, including copiers, printers and phonesGeneral Competencies:Intermediate business process interrelationships skillsAdvanced diplomacy skillsAdvanced influence skillsIntermediate negotiation skillsAdvanced organization and prioritization skillsAdvanced problem-solving skillsAdvanced written and oral communication skillsPhysical and Cognitive DemandsCognitive Level:
Intermediate: Consistent use of relevant principles to solve practical problems and to deal with a variety of concrete variables in situations where only limited standardization exists.Cognitive Abilities:Ability to adhere to set response times, deadlines and time-sensitive tasksAbility to follow accuracy standardsAbility to follow through on decision-making tasksAbility to interact effectively and collaboratively within a team environmentAbility to communicate and problem solve when under stressAbility to respond and adapt to frequent changeAbility to accept and demonstrate self-awareness when provided constructive feedbackAbility to discern feedback and acknowledge ownership of areas of improvementAbility to avoid future mistakes by applying reasonable skills to new but similar work situations or tasksAbility to successfully collaborate with peers, managers and others within the organizationDemonstrates sound memoryAbility to process new information to be applied consistently to work tasksSchedule/AttendanceAbility to adhere to pre-established schedule, including start/stop time and break/lunch scheduleAbility to work long hoursAbility to work a variable scheduleAbility to report to work and perform work during periods of severe inclement weatherAbility to consistently meet attendance standards for regular, reliable, predictable, full-time attendanceAbility to work shift scheduleAbility to work on-call schedulePhysical CapabilitiesDriving/travel/commute:
Daily within service territory - Frequently (at least once a week or more)Computer use (use computer regularly for entire work shift)Lifting/pushing/pulling:
Up to 10lbs.Carrying:
Up to 10lbs.EnvironmentOffice - Hybrid - 3 days in officeCompensation Range:
$60,975.00 - $101,625.00Actual total compensation, including a performance-based incentive bonus, is commensurate with experience, skills, qualifications, education, training, and internal equity. While we anticipate the selected candidate for this position will fall towards the middle or entry point of the compensation range, the decision will be made on a case-by-case basis.PGE believes in rewarding dedicated performance. We provide a total rewards package that is designed to reward your contributions to the company, and, at the same time, support your well-being and professional development, both now and into the future.Join us today and power your potential!Assisting with storms or other Company emergencies is a part of all positions at Portland General Electric.PGE is committed to diversity and inclusion in the workplace and is an equal opportunity employer. PGE will not discriminate against any employee or applicant for employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, protected veteran status, or other characteristics protected by law.PGE does not discriminate on the basis of disability. We recognize individuals have a variety of abilities to offer and we believe there is much to value and celebrate by incorporating different abilities into the work we do. One very important way we live this out is in our application and interview process. We work hard to support individuals who may need an accommodation to fully participate in these processes. If you feel you may need an accommodation, or would like to request one, please notify the Talent Acquisition Specialist (Recruiter) associated with the job posting.
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Provides a full range of administrative support to a corporate officer to enhance efficiency and support achievement of business goals.Key ResponsibilitiesGeneral Administrative Support:
Provides administrative support and confidential assistance to a corporate officer; receives visitors, callers and incoming mail; determines priority and personally handles incoming matters or refers to the officer or appropriate staff; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc. Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects. Communicates directives and information from the officer to managers and staff; reviews and manages incoming mail, documents submitted for approval/action and other action items and refers to staff for action, tracks and follows up to ensure completion.General Office Administration:
Participates in the development and implementation of administrative standards, policies and practices for the organization; ensures that standards, policies and practices are followed within the officer's organization. Handles all administrative tasks or issues that arise not requiring the attention of the officer or other staff; ensures efficiency and organization of office operations. Communicates directly and on behalf of the officer with other officers, managers, staff and others on matters related to the executive's priorities and views; maintains awareness of issues occurring in the environment and makes officer aware of those needing attention. Provides guidance on administrative requirements, standards and expectations to administrative support staff within the officer's domain; may provide mentoring, performance guidance or corrective action input to direct manager.Activity/Event Scheduling and Management:
Schedules meetings and appointments for officer; monitors schedule to keep officer informed of upcoming commitments and responsibilities; researches and coordinates with staff or personally provides background materials to prepare the officer for meetings and events. Coordinates, schedules and confirms travel arrangements (flights, hotels, transportation); creates itinerary; identifies or provides proper travel documents; makes changes as needed or requested. Plans and executes all logistics for officer's special events, meetings and off-sites, including reporting and troubleshooting problems with facilities, office equipment or furniture; selects, reserves and sets up venue and arranges catering; compiles and assembles participant packets and materials.Budget Support:
Collects and consolidates data to prepare officer's operating budget; monitors and analyzes expenditures and informs officer of variances and the reason for them; recommends adjustments in response to changing priorities and conditions.Personnel Support:
Tracks headcount and personnel actions; initiates position requisitions on behalf of officer; maintains records on employee cross-training, performance and recognition; maintains updated organization charts; collects and maintains scorecard data; supports hiring and onboarding processes.Purchasing Support:
Purchases a variety of office supplies, services and equipment using procurement cards and informal acquisition procedures; reconciles purchase card statements.Transactional Support:
Reviews, verifies and processes administrative transactions such as requisitions, change orders, travel authorizations, etc. using administrative software applications; provides expertise to other team members regarding functional user interface procedures and processes for administrative software applications.Education/Experience/CertificationsEducation:
Associate's degree in secretarial science, business administration or other related field preferred or equivalent experience.Experience Preferred:
Eight or more years in progressive administrative support and secretarial positions or a related field.Competencies (Knowledge, Skills, Abilities)Functional Competencies:Intermediate knowledge of PGE policies, procedures, philosophies and goalsIntermediate knowledge of the company's operations planning and budgeting proceduresAdvanced knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammarAdvanced knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organizationAdvanced skills in applying procedures and practices within the framework of established guidelinesAdvanced knowledge of the organization, functions, key personnel and sources of information of the office servedAdvanced computer skills using Microsoft Office (Word, Excel, PowerPoint, SharePoint) and eRecords and entering and processing dataWorking skills using office equipment, including copiers, printers and phonesGeneral Competencies:Intermediate business process interrelationships skillsAdvanced diplomacy skillsAdvanced influence skillsIntermediate negotiation skillsAdvanced organization and prioritization skillsAdvanced problem-solving skillsAdvanced written and oral communication skillsPhysical and Cognitive DemandsCognitive Level:
Intermediate: Consistent use of relevant principles to solve practical problems and to deal with a variety of concrete variables in situations where only limited standardization exists.Cognitive Abilities:Ability to adhere to set response times, deadlines and time-sensitive tasksAbility to follow accuracy standardsAbility to follow through on decision-making tasksAbility to interact effectively and collaboratively within a team environmentAbility to communicate and problem solve when under stressAbility to respond and adapt to frequent changeAbility to accept and demonstrate self-awareness when provided constructive feedbackAbility to discern feedback and acknowledge ownership of areas of improvementAbility to avoid future mistakes by applying reasonable skills to new but similar work situations or tasksAbility to successfully collaborate with peers, managers and others within the organizationDemonstrates sound memoryAbility to process new information to be applied consistently to work tasksSchedule/AttendanceAbility to adhere to pre-established schedule, including start/stop time and break/lunch scheduleAbility to work long hoursAbility to work a variable scheduleAbility to report to work and perform work during periods of severe inclement weatherAbility to consistently meet attendance standards for regular, reliable, predictable, full-time attendanceAbility to work shift scheduleAbility to work on-call schedulePhysical CapabilitiesDriving/travel/commute:
Daily within service territory - Frequently (at least once a week or more)Computer use (use computer regularly for entire work shift)Lifting/pushing/pulling:
Up to 10lbs.Carrying:
Up to 10lbs.EnvironmentOffice - Hybrid - 3 days in officeCompensation Range:
$60,975.00 - $101,625.00Actual total compensation, including a performance-based incentive bonus, is commensurate with experience, skills, qualifications, education, training, and internal equity. While we anticipate the selected candidate for this position will fall towards the middle or entry point of the compensation range, the decision will be made on a case-by-case basis.PGE believes in rewarding dedicated performance. We provide a total rewards package that is designed to reward your contributions to the company, and, at the same time, support your well-being and professional development, both now and into the future.Join us today and power your potential!Assisting with storms or other Company emergencies is a part of all positions at Portland General Electric.PGE is committed to diversity and inclusion in the workplace and is an equal opportunity employer. PGE will not discriminate against any employee or applicant for employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, protected veteran status, or other characteristics protected by law.PGE does not discriminate on the basis of disability. We recognize individuals have a variety of abilities to offer and we believe there is much to value and celebrate by incorporating different abilities into the work we do. One very important way we live this out is in our application and interview process. We work hard to support individuals who may need an accommodation to fully participate in these processes. If you feel you may need an accommodation, or would like to request one, please notify the Talent Acquisition Specialist (Recruiter) associated with the job posting.
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