Executive Assistant

AES•Indianapolis, IN

About The Position

The Executive Assistant to the Executive Leadership Team provides high-level administrative and operational support to the Utilities President and other Senior Leadership Team members as needed. The role enables day-to-day operations and supports the effectiveness of the executive leadership team by managing complex calendars and priorities, coordinating executive activities, and anticipating leadership needs. It involves close collaboration with senior leaders and cross-functional teams, with broad exposure to the organization and its business operations. The position also offers opportunities to expand business knowledge, strengthen project coordination and executive support capabilities, and contribute to visible organizational initiatives.

Requirements

At least 5 years of administrative support experience, including support for a senior-level leader.
Executive presence and strong organizational skills.
Experience coordinating travel, managing expense reports, and handling vendor invoices.
Proficiency in Microsoft Word and Outlook, with intermediate PowerPoint and Excel skills.
Ability to maintain strict confidentiality and work in a constantly changing, fast-paced environment.
Proactive, conscientious, detail-oriented approach to work.
Ability to prioritize effectively and exercise mature judgment.
Ability to communicate effectively and concisely with a variety of stakeholders; strong oral and written communication skills are preferred.
Excellent people skills and a global mindset, with the ability to work across different cultures.
Comfort managing and working under deadlines, juggling multiple tasks, and working independently and as part of a team.
Ability to adjust working hours occasionally for early-morning or late-day meetings.

Responsibilities

Proactively manage complex executive calendars, schedule appointments and Microsoft Teams meetings, prioritize time-sensitive matters, and identify and resolve scheduling conflicts.
Serve as a point of contact for the US Utilities Senior Leadership Team, facilitate communication and coordination, organize weekly team calls and periodic 1:1 meetings, and maintain Microsoft Teams and SharePoint sites.
Coordinate domestic and international executive and team travel, including air and hotel reservations, visa requirements, ground transportation, and liaison with travel agencies or other partners.
Manage administrative and logistical arrangements for meetings, team gatherings, and events, including venues, materials, catering, and communication of applicable safety protocols.
Partner with EHS, Facilities, and third-party event teams to support safe, well-organized meetings and events.
Prepare correspondence, memos, PowerPoint presentations, and other materials; maintain contact and distribution lists; and protect confidential and sensitive information.
Manage expense reimbursements for the President of AES US Utilities and other team members using Concur and approved reimbursement processes.
Support departmental financial administration by monitoring expenditures, maintaining budget files, managing monthly accruals, and coordinating PO and non-PO invoice payments through systems such as SAP, ReadSoft, and Ariba.
Build effective working relationships with vendors and internal teams involved in financial, administrative, and operational processes.
Create and maintain internal and external distribution lists for designated groups.
Support PowerPoint presentations for monthly team calls, leadership discussions, and internal and external speaking engagements.
Collaborate with other Executive Assistants, share best practices, and provide backup coverage when needed.
Support planning and coordination of organizational events with internal and external stakeholders.
Contribute to special projects and process-improvement initiatives supporting the executive team and broader organization.