Executive Assistant

Executive Assistant

At PGE, our work involves dreaming about, planning for, and realizing a smarter, cleaner, more enduring Oregon neighborhood. Its core to our DNA and we haven't stopped since we started in 1888. We energize lives, strengthen communities and drive advancements in energy that promote social, economic and environmental progress. We're always on the lookout for people passionate about leading and being a part of teams that are advancing innovative clean energy solutions that are also affordable and accessible to all.

Job Function Summary

Administrative Support Provides a full range of administrative support to a corporate officer to enhance efficiency and support achievement of business goals.

Key Job Information

Executive Assistant 6653 Grade 5 Career Level : P1 Entry Professional Performs first-tier professional level assignments that require theoretical knowledge and application of principles and concepts. Typically requires a related college or university degree or the equivalent work experience. Note : Actual requirements vary by job. Solves recurring problems by applying advanced knowledge. Operates independently but also receives ongoing guidance and direction from others.

Key Responsibilities

General Administrative Support Provides administrative support and confidential assistance to a corporate officer (officer); receives visitors, callers and incoming mail; determines priority and personally handles incoming matter or refers to officer or appropriate staff; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc. Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects. Communicates directives and information from the officer to managers and staff; reviews and manages incoming mail, documents submitted for approval / action and other action items and refers to staff for action, tracks and follows up to ensure completion.

General Office Administration Participates in the development and implementation of administrative standards, policies and practices for the organization; ensures that standards, policies and practices are followed within the officer's organization. Handles all administrative tasks or issues that arise not requiring the attention of the officer or other staff; ensures efficiency and organization of office operations. Communicates directly and on behalf of the officer with other officers, managers, staff and others on matters related to the executive's priorities and views; maintains awareness of issues occurring in the environment and makes officer aware of those needing attention. Provides guidance on administrative requirements, standards and expectations to administrative support staff within the officer's domain; may provide mentoring, performance guidance or corrective action input to direct manager.

Activity / Event Scheduling and Management Schedules meetings and appointments for officer; monitors schedule to keep officer informed of upcoming commitments and responsibilities; researches and coordinates with staff or personally provides background materials to prepare the officer for meetings and events. Coordinates, schedules and confirms travel arrangements (flights, hotels, transportation); creates itinerary; identifies or provides proper travel documents; makes changes as needed or requested. Plans and executes all logistics for officer's special events, meetings and off-sites, including reporting and troubleshooting problems with facilities, office equipment or furniture; selects, reserves and sets up venue and arranges catering; compiles and assembles participant packets and materials.

Budget Support Collects and consolidates data to prepare officer's operating budget; monitors and analyzes expenditures and informs officer of variances and the reason for them; recommends adjustments in response to changing priorities and conditions.

Personnel Support Tracks headcount and personnel actions; initiates position requisitions on behalf of officer; maintains records on employee cross-training, performance and recognition; maintains updated organization charts; collects and maintains scorecard data; supports hiring and onboarding processes.

Purchasing Support Purchases a variety of office supplies, services and equipment using procurement cards and informal acquisition procedures; reconciles purchase card statements.

Transactional Support Reviews, verifies and processes administrative transactions such as requisitions, change orders, travel authorizations, etc. using administrative software applications; provides expertise to other team members regarding functional user interface procedures and processes for administrative software applications.

Education / Experience / Certifications

Education Associate's degree in secretarial science, business administration or other related field preferred or equivalent experience. Experience Preferred : eight or more years in progressive administrative support and secretarial positions or a related field.

Competencies (Knowledge, Skills, Abilities)

Functional Competencies Intermediate knowledge of PGE policies, procedures, philosophies and goals Intermediate knowledge of the company's operations planning and budgeting procedures Advanced knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar Advanced knowledge of clerical / administrative procedures, requirements and technique involved in carrying out the work of an organization Advanced skills in applying procedures and practices within the framework of established guidelines Advanced knowledge of the organization, functions, key personnel and sources of information of the office served Advanced computer skills using Microsoft Office (Word, Excel, PowerPoint, SharePoint) and eRecords and entering and processing data Working skills using office equipment, including copiers, printers and phones

General Competencies Intermediate business process interrelationships skills Advanced diplomacy skills Advanced influence skills Intermediate negotiation skills Advanced organization and prioritization skills Advanced problem-solving skills Advanced written and oral communication skills

Physical and Cognitive Demands

Cognitive Level Intermediate : Consistent use of relevant principles to solve practical problems and to deal with a variety of concrete variables in situations where only limited standardization exists.

Cognitive Ability to adhere to set response times, deadlines and time-sensitive tasks Ability to follow accuracy standards Ability to follow through on decision-making tasks Ability to interact effectively and collaboratively within a team environment Ability to communicate and problem solve when under stress Ability to respond and adapt to frequent change Ability to accept and demonstrate self-awareness when provided constructive feedback Ability to discern feedback and acknowledge ownership of areas of improvement Ability to avoid future mistakes by applying reasonable skills to new but similar work situations or tasks Ability to successfully collaborate with peers, managers and others within the organization Demonstrates sound memory Ability to process new information to be applied consistently to work tasks

Schedule / Attendance Ability to adhere to pre-established schedule, including start / stop time and break / lunch schedule Ability to work long hours Ability to work a variable schedule Ability to report to work and perform work during periods of severe inclement weather Ability to consistently meet attendance standards for regular, reliable, predictable, full-time attendance Ability to work shift schedule Ability to work on-call schedule

Physical Capabilities Driving / travel / commute : Daily within service territory - Frequently (at least once a week or more) Computer use (use computer regularly for entire work shift) Lifting / pushing / pulling : Up to 50 lbs. Carrying : Up to 50 lbs. Environment - Indoor / Outdoor Office

Compensation Range : $71,325.00 - $118,875.00 Actual total compensation, including a performance based incentive bonus, is commensurate with experience, skills, qualifications, education, training, and internal equity. While we anticipate the selected candidate for this position will fall towards the middle or entry point of the compensation range, the decision will be made on a case-by-case basis.

PGE believes in rewarding dedicated performance. We provide a total rewards package that is designed to reward your contributions to the company, and, at the same time, support your well-being and professional development, both now and into the future.

Join us today and power your potential! Assisting with storms or other Company emergencies is a part of all positions at Portland General Electric.

PGE is an equal opportunity employer and is committed to fostering a workplace where employees feel connected, valued, and empowered to thrive. PGE will not discriminate against any employee or applicant for employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, protected veteran status, or other characteristics protected by law.