Senior Director's Assistant

Description

• Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order new equipment or schedule, service / maintenance. Order supplies.
• Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials. Process, distribute mail.
• 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.
• 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.
• Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.
• Audit/monitor for adherence to corporate travel guidelines.
• Often works proactively, anticipating needs, coordinating additional administrative support.
• Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.
• May be involved in space planning, business office equipment evaluation and procurement.
• Prepare Invoices, Purchase Orders, Expense Reports, Budgets: Assist with processing of invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation 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.
• 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.
• 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.
• Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.

Requirements

• Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
• Organization and planning skills
• 1 year experience in supporting director-level leader or above
• Administrative experience, 4 years
• High School or GED-General Educational Development-GED Diploma
• Communication & interpersonal skills, portraying a high degree of professionalism
• Ability to use discretion and judgment in dealing with sensitive or confidential information
• Software / Office Applications: Working knowledge of Word, Excel, PowerPoint, Outlook, Teams, Power BI. May also require experience and knowledge with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint
• Bachelors or Associates degree
• Ability to foster teamwork, collaborative environment
• Attention to detail, analytical thinking

Benefits

• Flexible and open to change

Training + Development

Interview process

Visa Sponsorship

Security clearance