DCPP Executive Assistant

Requisition ID# 171439

Job Category: Administrative / Clerical

Job Level: Individual Contributor

Business Unit: Energy Delivery

Work Type: Onsite

Job Location: Avila Beach

Department Overview

Diablo Canyon Power Plant is a safe, clean, reliable and vital energy resource for California. The plant provides low-cost, carbon-free electricity for more than three million people and plays a key role in allowing PG&E to deliver some of thecleanest energyin the nation to its customers. All plant operations are overseen and monitored by the Nuclear Regulatory Commission (NRC).

Position Summary

Provide administrative support to multiple Directors or Executives. All employees are responsible for performing their jobs in accordance with PG&E's vision and values.

To obtain and maintain employment, you must be able to pass a drug and alcohol screen, a security background check for unescorted access to a nuclear plant, psychological screen, and be subject to random drug and alcohol screening in fulfillment of federal requirements.

PG&E is providing the salary range that the company in good faith believes it might pay for this position at the time of thejob posting. This compensation range is specific to the locality of the job. The actual salary paid to an individual will bebased on multiple factors, including, but not limited to, specific skills, education, licenses or certifications, experience,market value, geographic location, and internal equity.Although we estimatethe successful candidate hiredinto this rolewill be placed towards the middle or entry point of the range, the decisionwill be made on a case-by-casebasis related tothese factors.

A reasonable salary range is:

California Minimum: $100,000

California Maximum: $161,000

Reports to the Manager, Station Support

• Assists multiple senior leaders and may include Directors, Sr. Directors, and/or Vice Presidents
• Understands and supports the multiple complex company-wide functions
• May lead and guide the work of other administrative support personnel.
• Travel and event arrangements are often for multiple leadership and other employees, frequently with associated logistical complexities that include coordinated ground transportation, multiple destinations and hotels, foreign destinations, group activities and event arrangements.
• Meeting or conference arrangements include hotel or other conference facilities for large groups, with logistical complexities that may include coordinating speakers, special guests outside of PG&E, site specific requirements determination, evaluation and selection, field trips, post conference excursions and event activities.
• Monitor and process a high volume of expenses, scrutinizing against policy but also for perception of expenses (i.e. limo, expensive meals, etc.)
• Understand unique officer related office space and setup requirements, influence PG&E building and asset personnel to meet officer specific needs.
• Frequently resolves scheduling conflicts by evaluating and judging business needs and priorities, working with other Assistants as well as with business leaders and others across the company.
• Must work proactively, anticipating needs, and coordinating administrative and professional support.

Responsibilities

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, 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.
• 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.

NOTE: Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader and the organization.

Qualifications

Minimum:

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

Desired:

• Bachelors or Associates degree preferred
• 5 or more years of experience supporting Sr. Director level preferred
• Experience supporting multiple leaders
• Types 65+ WPM