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.

Executive Assistant

Job Function Summary

Administrative Support Provides a full range of administrative support to a corporate officer to enhance efficiency and support achievement of business goals.

Key Job Information

Executive Assistant 6653

Grade 5
Career Level: P1

Entry Professional Performs first-tier professional level assignments that require theoretical knowledge and application of principles and concepts. Typically requires a related college or university degree or the equivalent work experience. Note: Actual requirements vary by job. Solves recurring problems by applying advanced knowledge. Operates independently but also receives ongoing guidance and direction from others.

Key Responsibilities

General Administrative Support Provides administrative support and confidential assistance to a corporate officer (officer); receives visitors, callers and incoming mail; determines priority and personally handles incoming matter or refers to 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 functio