(Agile1)Executive Assistant

---

Job description

Description:

ONLY SUBMIT CANDIDATES LOCAL AND CURRENTLY RESIDE IN OAKLAND/BAY AREA. ASSIGNMENT IS HYBRID AND REQUIRED TO WORK ON-SITE AT OAKLAND GO 2 DAYS PER WEEK. PG&E LAPTOP & CELL PHONE WILL BE ISSUED.

TOP THINGS LOOKING FOR:

1) Experience

2) Stability(hasn't moved around a lot)

3) Personality fit

Responsibilities

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.

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.

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.

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.

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.

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.

Backup Other Administrative Assistants:

Backup and support to other Executive Assistants as required.

Reports to and assists a Senior Director(s) understands and supports the single complex company-wide function or the complex multiple business functions reporting into the Senior Director

Travel and event arrangements are often for multiple employees, with logistical complexities that may include coordinated ground transportation, conferencing facilities and equipment.

Meeting or conference arrangements on occasion include hotel or other conference facilities for large groups, with logistical complexities that may include coordinating and planning for multiple speakers and site related logistics and preparation

Monitor expenses for adherence to company policies and procedures, create and submit expense reports.

Schedule meetings for internal groups of employees.

Resolve some competing priorities and scheduling conflicts by evaluating and judging business needs and priorities, working with other Executive and Sr. Executive Assistants as well as with business leaders, others across the company and outside agencies.

Often works proactively, anticipating needs, coordinating additional administrative support. Position Summary

Ideal candidate will possess strong communication & interpersonal skills while using discretion and judgment in dealing with sensitive or confidential information. Further, candidates portraying a high degree of professionalism with well-developed organization and planning skills are key.

Strong attention to detail is required to be successful in this position.

Ability to think analytically and manage multiple tasks efficiently, prioritize work and manage time to meet deadlines are highly desired in this position.

Qualifications

Minimum Qualifications

Must possess a High School diploma or GED

5 years of administrative support experience

Communication & interpersonal skills, portraying a high degree of professionalism

Organization and planning skills

Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines

Resourcefulness

PowerPoint, Outlook, Internet Search.

Desired Qualifications

Bachelors degree preferred

5 years of experience supporting Executives

Past experience and knowledge with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint

Pacific Gas and Electric Company is an AA/EEO employer that actively pursues and hires a diverse workforce.

Type of Work Schedule

1 - Standard work week - 8 hours per day, 5 days per week (California Overtime or Federal Overtime)

Hours per Day
8

Hours per Week
40

Total Hours
1,224.00

<!– job description page –>