Executive Assistant

Requisition ID# 164026

Job Category: Administrative / Clerical

Job Level: Individual Contributor

Business Unit: Customer & Enterprise Solutions

Work Type: Hybrid

Job Location: Oakland

Department Summary

The Marketing and Communications department plans, develops, and executes a broad spectrum of strategic integrated communications and marketing initiatives that drive positive experiences with PG&E and the programs PG&E offers. Marketing and Communications provides communications counsel and support to lines of business and manages the corporate brand.

Position Summary

The Executive Assistant will report to and provide administrative support primarily to the Vice President and Chief Marketing and Communications Officer and also to his direct reports. The successful candidate should understand the department functions reporting into the Executive, and support knowledge sharing and interdependence between these functions.

Worksite Location

This position is hybrid, working from your remote office and in-person at the Oakland General Office based on business needs or company requirements. Occasionally, your presence to other Bay Area locations may be required.

Compensation

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. 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.Although we estimatethe successful candidate hiredinto this rolewill be placed towards the middle or entry point of the range, the decisionwill be made on a case-by-casebasis related tothese factors.

The hourly rate for this position ranges from $49.03 to $77.88.

Job Responsibilities

Responsibilities typically include but not limited to the following:

Calendaring, Scheduling & Meeting Logistics & Support:

• Manage & prioritize calendar for VP and directs
• 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, including food, meeting materials, etc. Reschedule appointments as needed.
• Support department Operating Reviews by uploading or distributing content and recurring reminders and deadlines to staff
• Attend monthly operating reviews to help with audio/video and other on-site logistics

Timesheet administration:

• As needed, enter time on behalf of VP and directs; approve timesheets that roll up to VP; Resolve overdue timecard issues; support department leaders with questions about timekeeping, policies. Serve as liaison between leave coordinator and employees on leave

Training Administration:

• Manage all department trainings, add/remove relevant/irrelevant trainings from team profiles; Share/reinforce updates from PG&E Academy , including pending due dates for required training
• Run and distribute reports (e.g., Training, compliance, etc.) and track progress.

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.
• Utilize collect data from various sources to maintain various Excel workbook (e.g., headcount report)
• Update, add, remove documents on Sharepoint as needed; create folders to make file management easier; create/update SharePoint pages with new information as needed; facilitate periodic records review for department
• This position may conduct some analysis work to support the organization.

Coordinate Travel, Events & Expenses:

• Handle all travel related aspects for Vice President (and Direct Reports if needed)
• Arranging conference facilities, catering.
• 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.

Emergency Management:

• Serve as a member of the company's emergency response team, by handling media calls during high-volume calls periods (which may occur during or after normal business hours), and forwarding information to appropriate media relations staff.

Other:

• Backup Other Administrative Assistants: Provide backup and support to other Executive Assistants as required and available, including travel to Oakland General Office as needed.
• Youmay lead and guide the work of other administrative support personnel, providing mentorship to peers.
• Assist Business Operations 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.

Qualifications

Minimum:

• High School Diploma
• 5 or more years of administrative support experience

Desired:

• Experience supporting a Chief Marketing or Chief Communications Officer
• 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 & people 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, initiative-taker, 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