Executive Assistant

$60,975 - $101,625/Yr

Portland General Electric - Portland, OR

Full-time - Entry Level

Portland, OR

Utilities

About the position

At PGE, our work involves dreaming about, planning for, and realizing a smarter, cleaner, more enduring Oregon neighborhood. It's 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. The Executive Assistant provides a full range of administrative support to a corporate officer to enhance efficiency and support the achievement of business goals. This role involves general administrative support, including receiving visitors, handling incoming mail, and preparing various documents such as emails, reports, and presentations. The Executive Assistant will also research files, compile data, and prepare special reports or inputs for special projects. Communication is key, as the assistant will relay directives and information from the officer to managers and staff, ensuring that all action items are tracked and completed. In addition to general administrative tasks, the Executive Assistant will participate in developing and implementing administrative standards and policies, ensuring that these are followed within the officer's organization. The role includes scheduling meetings and appointments, coordinating travel arrangements, and planning logistics for special events and meetings. Budget support is also a critical aspect of this position, as the assistant will monitor expenditures and recommend adjustments as necessary. The Executive Assistant will track personnel actions, maintain records, and support hiring and onboarding processes. Purchasing support is also part of the role, which includes purchasing office supplies and reconciling purchase card statements. The assistant will review and process administrative transactions using various software applications, providing expertise to team members regarding administrative procedures.

Responsibilities

• Provides administrative support and confidential assistance to a corporate officer.
• Receives visitors, callers, and incoming mail; determines priority and handles incoming matters or refers them appropriately.
• Uses software applications to prepare emails, correspondence, reports, presentations, agendas, and meeting minutes.
• 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 and documents submitted for approval/action.
• Participates in the development and implementation of administrative standards, policies, and practices for the organization.
• Handles all administrative tasks or issues that arise not requiring the attention of the officer or other staff.
• Schedules meetings and appointments for the officer; monitors schedule to keep the officer informed of upcoming commitments.
• Coordinates, schedules, and confirms travel arrangements; creates itineraries and provides proper travel documents.
• Plans and executes all logistics for the officer's special events, meetings, and off-sites, including venue selection and catering arrangements.
• Collects and consolidates data to prepare the officer's operating budget; monitors and analyzes expenditures.
• Tracks headcount and personnel actions; initiates position requisitions on behalf of the officer.
• Purchases a variety of office supplies, services, and equipment using procurement cards.
• Reviews, verifies, and processes administrative transactions using administrative software applications.

Requirements

• Associate's degree in secretarial science, business administration, or a related field preferred or equivalent experience.
• Eight or more years in progressive administrative support and secretarial positions or a related field.

Nice-to-haves

• Intermediate knowledge of PGE policies, procedures, philosophies, and goals.
• Advanced knowledge of clerical/administrative procedures and techniques involved in carrying out the work of an organization.
• Advanced computer skills using Microsoft Office (Word, Excel, PowerPoint, SharePoint) and eRecords.

Benefits

• Performance-based incentive bonus
• Total rewards package designed to reward contributions and support well-being and professional development.