C-Suite Executive Assistant

C0000161245P Florida, United States of America

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Business Operations Specialist - Scheduler / Timekeeper

Oakland, CA, US, 94612

Requisition ID # 172975

Job Category: Business Operations / Strategy

Job Level: Individual Contributor

Business Unit: Information Technology

Work Type: Hybrid

Job Location: Oakland

Department Overview

The work performed by the Corporate Security Department (CSD) is key to the company's success in protecting employees, the contract workforce, the public, and the company's physical assets, including several which are critical to the nation's power grid infrastructure. CSD provides a variety of opportunities, including involvement in developing, communicating, and implementing processes and tools relating to investigations, formal communications with company officers, personnel development, and coordination of the company's physical security efforts. Importance is placed on developing close partnerships with other Functional Organizations and law enforcement, to ensure quick response and appropriate communication of issues and mitigation plans.

Position Summary

This position is hybrid, working from your remote office and Oakland, CA based on business needs or company requirements.

Job Responsibilities

Scheduling Support: Support the EP team's 24/7 shift scheduling process for EPOs, RST agents, and subcontractors using Microsoft 365 tools and internal custom platforms; partner with the internal timekeeping team to ensure schedules align with timecard approvals.
Timecard & Payroll Administration: Manage timecard approvals, payroll reconciliation, overtime tracking, and ensure meal/rest break compliance and adherence to California labor law requirements for both full-time and part-time team members.
Administrative Logistics: Process expense reports, coordinate internal and external meetings, manage calendars and logistics, and provide professional administrative support to the Manager of EP Operations and the broader EP team.
Presentation & Document Development: Build executive-ready presentations, briefing materials, and reports in Microsoft PowerPoint, Word, and SharePoint, ensuring polished formatting suitable for leadership review.
Operational Reporting: Produce and maintain Daily Activity Reports (DARs), monthly performance metrics, and KPI dashboards using Power BI, Excel, and Power Apps; ensure data accuracy and timeliness.
Confidentiality & Privileged Information Handling: Handle all executive travel details, residential security information, and protectee PII with the highest level of discretion and confidentiality.
Continuous Improvement: Identify recurring administrative or reporting friction points and proactively recommend process improvements to enhance operational efficiency.
Perform other duties as assigned by the Manager of Executive Protection Operations

Core Competencies

Attention to Detail: Maintains exceptional accuracy across scheduling, timekeeping, reporting, and documentation.
Self-Starter: Operates independently with minimal supervision; takes initiative to anticipate needs and complete tasks proactively.
Discretion & Confidentiality: Demonstrates the highest level of integrity when handling privileged and sensitive information.
Organizational Excellence: Manages multiple priorities, deadlines, and stakeholders in a fast-paced environment.
Communication: Communicates clearly, professionally, and calmly with executives, EP team members, and internal partners.
Technical Aptitude: Proficient in Microsoft 365 productivity tools and able to quickly learn internal custom systems.

Qualifications

Minimum:

Bachelors Degree in Business Administration or job-related discipline or equivalent experience
3 years of progressive administrative experience, ideally supporting executive-level leaders
Proficiency in Microsoft 365 (Excel, Word, PowerPoint, SharePoint, Teams)

Desired:

Prior experience as a C-Suite Executive Assistant or in an executive administrative support role
Experience in corporate security, executive protection, or a similar confidential operational environment
Demonstrated ability to handle highly sensitive and privileged information with discretion
Strong attention to detail and self-starter mentality with the ability to work independently

Compensation

PG&E is providing the full salary/pay range for this position. The actual amount paid to an individual will be based on multiple factors, including, but not limited to, internal equity, specific skills, education, licenses or certifications, experience, market value, and geographic location. The range to reasonably expect will be between the minimum and midpoint listed below. The final decision will be made on a case-by-case basis related to the factors above. This job is also eligible to participate in PG&E’s discretionary incentive compensation programs.

Bay Area Min: $78,000

Bay Area Mid: $97,000

Bay Area Max: $116,000

Purpose, Virtues and Stands

Our Purpose explains "why" we exist:

Delivering for our hometowns
Serving our planet
Leading with love

Our Virtues capture "who" we need to be:

Trustworthy
Empathetic
Curious
Tenacious
Nimble
Owners

Our Stands are "what" we will achieve together:

Everyone and everything is always safe
Catastrophic wildfires shall stop
It is enjoyable to work with and for PG&E
Clean and resilient energy for all
Our work shall create prosperity for all customers and investors

More About Our Company

EEO
Pacific Gas and Electric Company is an Equal Employment Opportunity employer that actively pursues and hires a workforce that reflects the hometowns we serve. 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.

Employee Privacy Notice The California Consumer Privacy Act (CCPA) goes into effect on January 1, 2020. CCPA grants new and far-reaching privacy rights to all California residents. The law also entitles job applicants, employees and non-employee workers to be notified of what personal information PG&E collects and for what purpose. The Employee Privacy Notice can be accessed through the following link: Employee Privacy Notice

PG&E will consider qualified applicants with arrest and conviction records for employment in a manner consistent with all state and local laws.

Nearest Major Market: San Francisco
Nearest Secondary Market: Oakland

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