Senior Director's Assistant

Requisition ID # 157917 

Job Category: Administrative / Clerical 

Job Level: Individual Contributor

Business Unit: Engineering, Planning & Strategy

Work Type: Hybrid

Job Location: San Jose

Department Overview

The South Bay Large Load Program Management (SBLLPM) team is part of the South Bay PMO that is responsible for achieving breakthrough outcomes by 2030. The SBLLPM team will work with cross-functional teams on large load interconnection and achieving excellence in our processes at a localized level in the South Bay.

The SBLLPM department is responsible for PG&E's long-term plan and successful end to end customer experience during the interconnection process. The current portfolio of the mega-programs includes the California High Speed Rail, electrification of Caltrain, Department of Water Resources WaterFix project, Google, STACK Infrastructure, and VTA/BART. Additional programs are in the process of being added to the team, focusing on the South Bay.

Position Summary

Provides administrative support to one Senior Director and three Directors for the new South Bay Delivery Program Management Office (PMO).  The PMO is a new organization which will require bringing several internal and external stakeholders together to achieve ambitious breakthrough outcomes in our large load interconnection process, decarbonization, and customer-facing work execution in San Jose.

The role is classified as hybrid (0-3 days per week in office), working primarily from your remote office and in-person in the San Jose Office to attend team meetings or as business needs require. Occasional trips to our headquarters at the Oakland General Office will be required as well.

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

Qualifications

Minimum:

• High School or GED-General Educational Development-GED Diploma
• Administrative experience, 4 years

Desired:

• Associates Degree or equivalent experience
• Experience in supporting director-level leader or above, 1 year