Senior Director's Assistant

Requisition ID # 157811 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Finance

Work Type: Hybrid

Job Location: Oakland

 

 

Department Overview

 

Finance’s vision is to build and sustain leading finance capabilities to support PG&E’s vision. The Enterprise Planning organization leads the company’s work and financial planning process, orchestrating from internal planning processes through external regulatory proceeding development.

 

Position Summary

 

Provides administrative support to one or more Directors. Includes coordinating cross functional executive level meetings.

 

The role is classified as hybrid (0-3 days per week in office), working primarily from your remote office and in-person in the Oakland General Office to attend team meetings or as business needs require.

 

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. This job is also eligible to participate in PG&E’s discretionary incentive compensation programs. 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.

 

A reasonable salary range is:

 

Bay Area Minimum: $93,000.00
Bay Area Maximum: $139,000.00

 

Job Responsibilities

 

• Audit/monitor for adherence to corporate travel guidelines.
• Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.
• 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.
• 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.
• Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.
• Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.
• Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Support team time keeping. Prepare copies, arrange materials. Process, distribute mail.
• 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.
• May assist or coordinate maintaining information on intranet site. Maintain a records management system, including efficient filing system, document storage.
• Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order new equipment or schedule, service / maintenance. Order supplies.
• Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader and the organization.
• 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.
• 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 actio