Business Operations Specialist - Scheduler / Timekeeper
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 The Business Operations Specialist – Scheduler / Timekeeper serves as a central operational support resource for the PG&E Executive Protection (EP) Operations team. This role is responsible for the day-to-day coordination of scheduling support, timecard administration, administrative logistics, expense management, meeting coordination, presentation development, and operational reporting (including Daily Activity Reports, monthly metrics, and KPI dashboards). The position works closely with the Manager of Executive Protection Operations, EP supervisors, EPOs, RST agents, and the internal timekeeping team. Because of the highly sensitive nature of the work, all information handled by this role will be considered privileged and confidential, including executive movements, residential security details, and protectee personally identifiable information (PII). This is a hybrid role, with in-person attendance required based on business needs and department requirements. 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
