Pacific Gas & Electric Company Director's Assistant, DCPP in San Luis Obispo, California

Requisition ID # 13908

Job Category : Administrative / Clerical

Job Level : Individual Contributor

Business Unit: Nuclear Generation

Job Location : Avila Beach

Company

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

Diablo Canyon Power Plant Leadership Team manages the day-to-day operations of the plant to provide safe, reliable, cost-effective, and environmentally sound energy to our customers. The team oversees approximately 1,400 employees.

Position Summary

This position will provide high-level executive administrative support for three to five directors. The ideal candidate must be comfortable working with the senior level executive leadership of the company as well as numerous external contacts and stakeholders. The position requires a team player who has the ability to effectively and independently prioritize and manage multiple tasks and meetings as well as assist the executive in accomplishing organizational goals. Some overtime and travel required.

May be required to fill a DCPP Emergency Response Organization (ERO) position, as necessary.

To obtain and maintain employment and unescorted access at DCPP, you must be able to pass a drug and alcohol screen, a security background check, psychological screen, computer-based training, and be subject to random drug and alcohol screening.

Job Responsibilities

  • Calendaring, Scheduling and Meeting Logistics: Manage and prioritize calendar. Arrange ongoing/recurring as well as ad hoc meetings and conference calls. Schedule conference rooms, set up audio visual or on-line meeting tools and events. Coordinate and ensure meeting logistics are in place. Reschedule appointments. May greet and escort parties to scheduled meetings.

  • Written and Oral Correspondence: Compose, proofread, edit and format written correspondence, agendas, and documents for signature. Assist with phones, phone screening, oral contacts and 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/stakeholders, 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 and 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 and resolution. Track action items using a follow-up system, tool or process, communicate and report on status.

  • Documentation, Records Management and 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 and Events: Handle all travel related aspects for individuals and groups. Arrange conference facilities, catering. Manage logistics for travel, group and events arrangements. Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.

  • Office Supplies and Equipment Ordering: Order and 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 and expense reports. Manage commercial card usage and reconciliation of statements. May monitor adherence to expense report policy. May include credit card administration. May maintain subscriptions, memberships. May process check and wire transfer requests. May prepare and distribute invoices, request payment.

  • HR, Safety, Compliance Training, Building and 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 and 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 and Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.

  • Backup other Administrative Assistants: Backup and support to other assistants as required

Qualifications

Minimum:

  • High School or GED-General Educational Development-GED Diploma

  • Administrative experience, 3 years

Desired:

  • Experience supporting senior management

  • 5 years of administrative support experience with some experience supporting senior management

  • High level of proficiency with Microsoft Outlook

  • High level of proficiency with Microsoft Office Suite

  • Associates or Bachelor’s degree

  • Strong project and process management skills

  • Flexible to multi-task and open to change

  • Resourcefulness

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

  • Political and organizational awareness

  • Motivated, self-starter, eager to master new skills

  • Ability to foster teamwork, collaborative environment

  • Strong communication and interpersonal skills, portraying a high degree of professionalism

  • Strong organizational and planning skills

  • Attention to detail

  • Analytical thinking

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