Senior Executive Assistant

Requisition ID# 163032

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.

Position Summary

TheSenior Executive Assistant will report to the Senior Vice President (SVP), Finance & Corporate Development. You will provide support to your executive in addition to 1-2 of their direct reports based on business needs. You will gain a thorough understanding of your SVP's functional areas; enabling you to lead and problem solve complexities as they arise. This positionmay lead and guide the work of other administrative support personnel with the Finance org, and mentor other administrative support personnel. All coworkers 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 in-person at the Oakland General Office or other PG&E offices occasionally, on average, 1-3 days per week or as business needs require.

PG&E is providing the hourly rate range that the company in good faith believes it might pay for this position at the time ofthe job posting. This compensation range is specific to the locality of the job.Although we estimatethe successful candidate hiredinto this rolewill be placed towards the middle or entry point of the range, the actual hourly rate paid to an individualwill 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 inPG&E's discretionary incentive compensation programs.

The Bay Area hourly rate for this position ranges from $56.73 - $90.38

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. May greet and escort parties to scheduled meetings.

Written & Oral Correspondence:

• Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with phones, phone screening, oral contacts & communications, take phone messages. 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 leader, and use discretion and business judgment to respond directly or to forward to team members for response.

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 action items using a follow-up system, tool, or process, communicate and report on status.

Documentation, Records Management & Filing:

• Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials. Process distribute mail. May assist or coordinate maintaining information on intranet site. Maintain a records management system, including efficient filing system, document storage.
• Engage in PG&E's Lean Operating System by supporting team Operating Reviews and visual management development

Coordinate Travel & Events:

• Manage all travel related aspects for individuals and groups. Arranging conference facilities, catering. Managing logistics for travel, group, and events arrangements. Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.

Office Supplies & Equipment Ordering:

• Order & maintain an inventory of items required. Order new equipment or schedule, service / maintenance. Order supplies.

Review Invoices, Purchase Orders & Expense Reports:

• Provide administrative support pertaining to contract management transactions in support of purchase requests along with processing purchase orders. Input, review, and process expense reports.

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. Manage all aspects of new employee onboarding.

Create Presentations:

• Create, assemble, modify, proofread presentations, spreadsheets, reports.
• Create Reports & Track Metrics
• Manage data, metrics tracking and reporting, report creation and execution.

Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.

Qualifications

Minimum:

• High School Diploma required
• 6 or more years of administrative support experience required, 2 or more years of experience supporting VP level preferred

Knowledge, Skills, and Abilities:

• Computer and software skills. Microsoft Office Applications: Working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search, SharePoint, Microsoft Teams.
• Experience with SAP and Concur
• Flexible and open to change
• Communication & people skills, portraying a high degree of professionalism
• Attention to detail
• Ability to foster teamwork, collaborative environment
• Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
• Organization and planning skills
• Resourcefulness
• Ability to use discretion and judgment in dealing with sensitive or confidential information
• Political and organizational savvy