Executive Assistant - Supply Chain

Requisition ID # 156794

Job Category: Administrative / Clerical

Job Level: Individual Contributor

Business Unit: Supply Chain/Materials

Work Type: Hybrid

Job Location: Oakland

Department Summary

The Supply Chain organization is responsible for the procurement and acquisition of third-party materials and services across PG&E, along with the company's materials planning and logistics functions. The organization includes strategic sourcing, contract lifecycle management, supply chain responsibility, supplier quality assurance, materials planning, and materials delivery teams.

Position Summary

The Executive Assistant will report to and provide administrative support to the Vice-President, Supply Chain. The successful candidate should understand and support the multiple complex companywide functions or operating units reporting into the Executive. You may lead and guide the work of other administrative support personnel, providing mentorship to peers. This position may conduct some analysis work to support the organization.

This position is hybrid, working from your remote office and in-person at the Oakland General Office 3-4 days per week currently. Occasionally, your presence to other Bay Area locations may be required.

PG&E is providing the hourly rate 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 hourly rate 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.

The hourly rate for this position ranges from $49.04 to $77.88.

Job Responsibilities

Responsibilities typically include but not limited to 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.

Written & Oral Correspondence:

• Compose, proofread, edit & format written correspondence, agendas, and documents for signature.

• 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 leaders, and use discretion and business judgment to respond directly or to forward to team members for response.

Documentation & Records Management:

• Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature.

• Run and distribute reports (e.g., Training, compliance, etc.) and track progress.

• Utilize collect data from various sources to maintain various Excel workbook (e.g., headcount report)

• Prepare copies, arrange materials.

Coordinate Travel, Events & Expenses:

• Handle all travel related aspects for Vice President (and Direct Reports if needed)

• Arranging conference facilities, catering. Meet food delivery at OGO.

• Managing logistics for travel, group, and events arrangements.

• Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.

• Manage expenses and reporting for Vice President (Timely reconciliation of expense reports with adherence to expense report policy. Manage commercial card usage and timely reconciliation of statements.)

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 and contractor (Fieldglass) onboarding.

Create Presentations:

• Create, assemble, modify, proofread presentations, spreadsheets, reports.

• Create Reports & Track Metrics.

• Manage data, metrics tracking and reporting, report creation and execution.

Other

• Backup Other Administrative Assistants: Provide backup and support to other Executive Assistants as required, including travel to Oakland General Office as needed.

• Assist Chief of Staff with activities as requested.

• Frequently resolves scheduling conflicts by evaluating and judging business needs and priorities, working with other Executive and Sr. Executive Assistants as well as with business leaders and others across the company.

• Often works proactively, anticipating and identifying needs and coordinating support from all levels within the organization.

Qualifications

Minimum:

• High School Diploma
• 5 or more years of administrative support experience

Desired:

• 2 or more years of experience supporting VP level preferred.

• Secondary education (some college or professional certification) demonstrating advanced reading, writing and communications skills.

• Flexible and open to change

• Communication & people skills that reflect a high degree of professionalism.

• Resourcefulness

• Organization and planning skills

• Attention to detail

• Analytical thinking

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

• Ability to use discretion and judgment in dealing with sensitive and confidential information.

• Political and organizational savvy

• Motivated, initiative-taker, eager to master new skills.

• Ability to foster teamwork, collaborative environment.

• Software / Office Applications: Good working knowledge of Word, Excel, PowerPoint, Outlook

• May also require experience and knowledge with PG&E specific applications such as Ariba, Concur, HR SAP, CATS, Visio, SharePoint