SEDAA

____________Job number 2825____________

Pay range - $26-28/hr

Job Title: Executive Assistant

Description:

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

TOP THINGS LOOKING FOR:

1.  Experience
2.  Stability (hasn’t moved around a lot)
3.  Personality fit

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.

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. 

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

____________Job number 2779_______________

Pay range - $20-25/hr

Job Title: Administrative Clerk
Location: San Ramon, CA

Description:

LOOKING FOR LOCAL CANDIDATES ONLY TO SAN RAMON/BAY AREA AS COULD LEAD TO A PERMANENT OPPORTUNITY BUT NOT GUARANTEED. ON-SITE 5 DAYS WEEK. LAPTOP TO BE PROVIDED. IF REQUIRED PPE IS NEEDED A CLIENT REFLECTIVE VEST WILL BE PROVIDED. IF REQUIRED CELL PHONE REIMBURSEMENT FOR PRE-APPROVED AMOUNT WILL BE ACCEPTED WITH MANAGER PRIOR APPROVAL.

TOP THINGS LOOKING FOR:

• Good personal and communication skills, familiar with basic Microsoft suite of programs, and flexibility performing various administrative and support tasks

*Occasionally lifting boxes of 5-25lbs but none other. Help is available with lifting items from mailroom.

Position Summary:

We are seeking a highly motivated individual with excellent oral and written communication skills for our Administrative Clerk position. Ideal candidates should also have reasonable technical and analytical skills to create and modify presentations, spreadsheets, and reports, as well as solving problems. The position requires a team player who can prioritize and manage multiple tasks and projects to meet deadlines, as well as assist other team members and admin clerks to accomplish organizational goals.

Responsibilities:

• Follow all safety and work practices and requirements Qualifications

Minimum Qualifications

• High School Diploma, GED, or equivalent work experience
• Must pass the written pre-employment Clerical Test Battery (CTB) exam
• Ability to deal with others
• Ability to use judgment and reasoning in carrying out job duties
• Ability to make decisions and take direction from others
• California Drivers License
• Microsoft Suite (Excel, Word)
• Customer Service Experience

                                   Job number - 2663                   

Pay range - $24-30/hr

JOB TITILE: Director's Assistant

LOCATION: Oakland, CA 

LOOKING FOR CANDIDATES RESIDING LOCAL TO BAY AREA/OAKLAND GO. REQUIRED TO BE ON-SITE AT OAKLAND OFFICE 1-3 DAYS A WEEK AS REQUESTED

Description:

TOP THINGS LOOKING FOR:

• Desired skill set per JD, experience/past roles, length of service/stability
• Calendaring, Scheduling & Meeting Logistics:
• Manage and prioritize calendar for Sr. Director and Director.
• Arrange ongoing/recurring as well as ad hoc meetings and conference calls.
• Schedule conference rooms and set up audio visual tools.
• Coordinate and ensure meeting logistics are in place.
• Reschedule appointments.
• Greet and escort external parties to scheduled meetings.

Written & 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.

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 and resolution.
• Track action items using a follow-up system, 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.
• 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.
• Manage logistics for travel, group and events arrangements.
• Audit/monitor for adherence to corporate travel guidelines.

Office Supplies & 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:

• Assist with processing of invoices, purchase orders/requisitions, and expense reports.
• Manage commercial card usage and reconciliation of statements.

HR, Safety, Compliance Training, Building & Asset Related Tasks:

• Handle HR-related administrative tasks including time reporting, pay planning, performance management, organization change requests (OCRs), personnel change requests (PCRs), 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.
• Handle all aspects of new employee on-boarding.

Create Presentations:

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

Backup Other Administrative Assistants:

• Backup and support to other Assistants as required.
• Prior utility company experience preferred.

JOB CODE: 2823, 2663, 2779