Job Description
Job Description
- LOCAL CANDIDATES TO BAY AREA ONLY
Job title : Administrative Assistant
Location - San Carlos, CA
ASSIGNMENT IS 100% REMOTE.
Description :
MANAGER PREFERS LOCAL CANDIDATES CURRENTLY RESIDING IN BAY AREA AND A PLUS IF PRIOR EXPERIENCE WORKING FOR UTILITY BUT POTENTIALLY OPEN TO CANDIDATES OUTSIDE TERRITORY. LAPTOP WILL BE ISSUED FOR CHOSEN CANDIDATE WITHIN TERRITORY. ASSIGNMENT IS 100% REMOTE.
WITH MANAGER PRIOR APPROVAL PRE-DETERMINED AMOUNT FOR INTERNET AND CELL PHONE CAN BE EXPENSED FOR REIMBURSEMENT.
TOP THINGS LOOKING FOR :
Experience with Aribaprocessing payments and Purchase RequestsDemonstrated ability to be productive working remotelyPosition Summary :
This position is in the Electric Asset Strategy organization. The successful candidate will be responsible for performing various administrative tasks, including invoice verification, payment processing, purchase requests, creating and managing CWAs, SAP data entry & retrieval.
Responsibilities :
Promote safe practices and conduct in accordance with Corporate Safety policy.Conduct all business activities in full compliance with established laws, regulatory commitments, policies, standards, procedures, guidelines, work aids and safety compliance requirements.Conduct all activities in an ethical and honest manner. Model the safety values through action and words.Retrieve data and convert to Excel spreadsheets as needed for reports.Provide administrative support for various initiatives as needed.Perform special tasks as assigned.Qualifications
Minimum Qualifications
High School Diploma2 years of secretarial / administrative experience supporting leadership staffClient is an AA / EEO employer that actively pursues and hires a diverse workforce.Managing for results - ability to plan, organize, and successfully handle multiple tasks, ability to work under pressureCommunication - excellent verbal and written communication skillsProficient with Ariba, Excel, SharePoint, and OutlookDesired Qualifications :
A.A. or higher in Bus. Admin or related fieldJob posting # - 3048
Pay range - $20 - 25 / hr
LOCAL CANDIDATES TO BAY AREA ONLYJob title : Director's Assistant
Description :
LOOKING FOR LOCAL CANDIDATES, CURRENTLY RESIDING IN BAY AREA / WORK LOCATION.ASSIGNMENT IS HYBRID AND WILL BE REQUIRED 10% ONSITE AT OAKLAND GO AS REQUIRED BY MANAGER.TOP THINGS LOOKING FOR :
Relevant Experience : Admin support, project mgmt.Technical skills : Software proficiency – e.g., Microsoft SuiteOrganizational Skills : Time management (prioritize tasks), project management (evidence of managing multiple tasks or projects simultaneously and meeting deadlines)Strong Communication Skills : Written and interpersonal skillsProblem-solving abilities : Initiative and adaptabilityAttention to detailJob Description :
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 experience preferred.Job posting # - 2983
Pay range - $20 - 26 / hr
POSITION #3
Job title - Senior Executive Assistant
LOCAL CANDIDATES ONLY. The role is onsite at Oakland GO majority of the time.TOP THINGS :
Self Starter – Can contribute with little directionExcellent Communication SkillsStrong Organizational SkillsTravel can be to anywhere in our service territory (25-40% travel)Client will provide laptop and PPE (when needed)With prior HM approval, can expense for mileage, food, and Lodging while traveling outside of Oakland. can also reimburse for cellphone at a set rate every month.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, proof read, 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 leaders, 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.Manage mail to ensure timely delivery, especially correspondence from regulatory agencies.Timely reconciliation of expense reports with adherence to expense report policy.Manage commercial card usage and timely reconciliation of statements.Will include credit card administration.Will maintain subscriptions, and memberships.May process and track check & wire transfer requests.May prepare and distribute invoices, requests for payment etc.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.Actively participate in staff meetings with process and continuous improvement ideas including safety and budget reduction areas.Create Presentations :
Create, assemble, modify, proofread presentations, spreadsheets, reports.Create Reports & Track Metrics :
Manage data, metrics tracking and reporting, report creation and executionMonitor training status of department and provide to leadersBackup Other Administrative Assistants : Provide backup and support to other Executive Assistants as required, including travel to San Francisco General Office as needed.Minimum Qualifications
High School Diploma OR equivalent3 years of executive administrative support experienceDesired Qualifications
Secondary education (some college or professional certification) demonstrating advanced reading, writing and communications skills4 years working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search.Communication & interpersonal skills that reflect a high degree of professionalismOrganization and planning skillsAttention to detailAnalytical thinkingAbility to manage multiple tasks efficiently, prioritize work and manage time to meet deadlinesFlexible and open to changeResourcefulnessAbility to use discretion and judgment in dealing with sensitive and confidential informationPolitical and organizational savvyMotivated, self-starter, eager to master new skillsAbility to foster teamwork, collaborative environmentSoftware / Office Applications : Good working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search.May also require experience and knowledge with Client specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePointJob posting # - 2949
Pay range - $30 - 40 / hr
Salary : $20 - $25
