Director's Assistant

Overview

Admin support for directors in Elevate program: calendar, travel, events, reporting.

Key Responsibilities

• invoice processing
• travel coordination
• report generation
• issue tracking
• records management
• presentation development

Tasks

-Prepare Invoices, Purchase Orders, Expense Reports, Budgets: Assist with processing invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. May monitor department budgets and 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. -Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution. -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. -Audit/monitor for adherence to corporate travel guidelines. -Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required. -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. -Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials. Process, distribute mail. -Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports. -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. 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. -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.

Requirements

• administrative
• invoicing
• associate degree
• executive support
• event coordination
• high school

What You Bring

-Administrative experience, 3 years -1 year experience preparing invoices, purchase orders, expense reports, budgets -Associates Degree or equivalent experience -High School or GED-General Educational Development-GED Diploma -3 years' experience supporting Director and above in a similar capacity -1 year experience coordinating events including travel, facilities, conferences, catering

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About Pacific Gas And Electric Company

-Focus on delivering safe, reliable, and affordable electricity and natural gas to a diverse customer base. -Operations span from energy generation, transmission, and distribution to customer service and renewable energy solutions. -Heavily involved in the development of green energy sources, including solar and wind power. -Maintains a key role in maintaining the region’s energy grid and supporting sustainable growth. -Pioneered energy efficiency programs to help reduce consumption and minimize costs for customers. -Recognized for innovation in grid modernization and integration of clean energy into California’s power mix. -Faced challenges, including natural disasters like wildfires, which have shaped its operations and future strategies. -Remains a cornerstone of California's energy sector, continuously working to improve and modernize the grid.

Sector Specialisms