Director's Assistant

San Francisco, California
14 Oct 2016
19 Oct 2016
Oil and Gas
Contract Type
Full Time

Based in San Francisco, Pacific Gas and Electric Company, a subsidiary of PG&E Corporation (NYSE:PCG), is one of the largest combined natural gas and electric utilities in the United States. And we deliver some of the nation's cleanest energy to our customers in Northern and Central California. For PG&E, "Together, Building a Better California" is not just a slogan. It's the very core of our mission and the scale by which we measure our success. We know that the nearly 16 million people who do business with our company count on our more than 24,000 employees for far more than the delivery of utility services. They, along with every citizen of the state we call home, also expect PG&E to help improve their quality of life, the economic vitality of their communities, and the prospect for a better future fueled by clean, safe, reliable and affordable energy.

Pacific Gas and Electric Company is an Affirmative Action and Equal Employment Opportunity employer that actively pursues and hires a diverse workforce.  All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability status, medical condition, protected veteran status, marital status, pregnancy, sexual orientation, gender, gender identity, gender expression, genetic information or any other factor that is not related to the job.

Department Overview

Information Systems Technology Services is a unified organization comprised of various departments which collaborate effectively in order to deliver high quality technology solutions.

Position Summary

Provide administrative support to one or more Directors or Executives. All employees are responsible for performing their jobs in accordance with PG&E's vision and values
Reports to and assists Director(s) and understands and supports function(s) reporting into the Director


Minimum Qualification
• High School Diploma required
• 3 or more years of administrative support experience required
• Communication & interpersonal skills, portraying a high degree of professionalism
• Organization and planning skills
• Attention to detail
• Analytical thinking
• Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
• Flexible and open to change
• Resourcefulness
• Ability to use discretion and judgment in dealing with sensitive or confidential information
• Political and organizational savvy
• Motivated, self-starter, eager to master new skills
• Ability to foster teamwork, collaborative environment
• Software / Office Applications: Working knowledge of Word, Excel, PowerPoint, Outlook, and Internet Search. May also require experience and knowledge with PG&E specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint

Required Qualification
• Bachelors or Associates degree preferred


Responsibilities typically include many or all of the following:
•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.
• 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, and 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.
• Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.
• Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.
• Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.
• Travel arrangements are typically infrequent and for the Director, individual employees in the department or a small to mid size group with typical air, hotel, ground transportation.
• Meeting or conference arrangements are typically at PG&E facilities including San Ramon Conference Center.
• Monitor expenses for adherence to company policies and procedures, create and submit expense reports.
• Assist in determining building and asset related needs, process required forms and monitor progress.
• Schedule meetings for internal groups of employees. Resolve competing priorities.
• Works proactively and anticipates needs.