Executive Assistant Jobs

Requisition ID # 149941
Job Category: Administrative / Clerical
Job Level: Individual Contributor
Business Unit: Information Technology
Work Type: Hybrid
Job Location: Oakland
Department Summary
The Information Technology (IT) organization provides a strategic IT orientation, assesses, and acquires relevant technologies, and identifies opportunities to use information technology to provide improved levels of service to PG&E employees and customers.
Position Summary
The Senior Executive Assistant will report to and provide administrative support to the Vice-President, Products & Enterprise Platforms. The successful candidate should understand and support the multiple complex companywide functions or operating units reporting into the Executive. This position may lead and guide the work of other administrative support personnel, and mentor other administrative support personnel. This position may conduct some analyst work to support the organization. All employees are responsible for performing their jobs in accordance with PG&E’s vision and values.
The position is hybrid working from your home office and the Oakland General Office or other PG&E offices occasionally, on average, 2-4 days per week or as business needs require.
This position is hybrid, working from your remote office and Oakland, CA based on business needs. At present, this is 4 - 5 days per week.
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. 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.
The hourly rate for this position ranges from $49.04 to $73.07.
Job Responsibilities
Responsibilities typically include many or all the following: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.
Written & Oral Correspondence:
Compose, proofread, edit & format written correspondence, agendas, and documents for signature.
Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported).
May monitor, sort, and prioritize emails for the leaders, and use discretion and business judgment to respond directly or to forward to team members for response.
Documentation & Records Management:
Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature.
Run and distribute reports (e.g., Training, compliance, etc.) and track progress.
Utilize collect data from various sources to maintain various Excel workbook (e.g., headcount report)
Prepare copies, arrange materials.
Coordinate Travel, Events & Expenses:
Handle all travel related aspects for Vice President (and Direct Reports if needed)
Arranging conference facilities, catering. Meet food delivery at OGO.
Managing logistics for travel, group, and events arrangements.
Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.
Manage expenses and reporting for Vice President (Timely reconciliation of expense reports with adherence to expense report policy. Manage commercial card usage and timely reconciliation of statements.)
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 and contractor (Fieldglass) onboarding.
Create Presentations:
Create, assemble, modify, proofread presentations, spreadsheets, reports.
Create Reports & Track Metrics.
Manage data, metrics tracking and reporting, report creation and execution.
Other
Backup Other Administrative Assistants: Provide backup and support to other Executive Assistants as required, including travel to Oakland General Office as needed.
Assist Chief of Staff with activities as requested.
Frequently resolves scheduling conflicts by evaluating and judging business needs and priorities, working with other Executive and Sr. Executive Assistants as well as with business leaders and others across the company.
Often works proactively, anticipating and identifying needs and coordinating support from all levels within the organization.
Minimum Qualifications
High School Diploma OR equivalent
5 or more years of administrative support experience required,
Desired Qualifications
2 or more years of experience supporting VP level preferred.
Secondary education (some college or professional certification) demonstrating advanced reading, writing and communications skills.
Flexible and open to change
Communication & interpersonal skills that reflect a high degree of professionalism.
Resourcefulness
Organization and planning skills
Attention to detail.
Analytical thinking
Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines.
Ability to use discretion and judgment in dealing with sensitive and confidential information.
Political and organizational savvy
Motivated, self-starter, eager to master new skills.
Ability to foster teamwork, collaborative environment.
Software / Office Applications: Good working knowledge of Word, Excel, PowerPoint, Outlook
May also require experience and knowledge with PG&E specific applications such as Ariba, Concur, HR SAP, CATS, Visio, SharePoint