Executive Assistant

AES US • Arlington, VA

15d • Onsite

About The Position

The Executive Assistant will provide executive-level support to the President, AES US Renewables and Power and team. The successful candidate will have experience and be highly comfortable interacting with senior leaders, executives, and critical external stakeholders in a fast-paced, dynamic, global environment.

Requirements

• A minimum of 8 years of administrative support experience, including support of an executive level leader.
• Executive presence
• Strong organizational skills
• Experience coordinating travel
• Experience managing expense reports
• Experience managing vendor invoices
• Proficiency in Word and Outlook
• Intermediate skills in PowerPoint and Excel
• Must be able to maintain strict confidentiality
• Must be able to operate in a constantly changing, fast-paced environment.
• Approach to work should be take-charge, conscientious, proactive, and very detail-oriented.
• Must be well organized and be able to effectively prioritize work and exercise mature judgment.
• Must be able to communicate effectively and concisely with a variety of stakeholders; strong oral and written communication skills are required.
• Must have excellent people skills
• Must have a global mindset and ability to work across different cultures
• Must be comfortable managing and working under deadlines
• Must be able to juggle multiple tasks at once
• Must be able to work individually and with a team.
• Must be able to adjust hours occasionally for early morning or late day meetings.

Responsibilities

• Proactively manages the President’s calendar, including making appointments, coordinating Microsoft Teams calls among multiple people, and prioritizing the most sensitive matters, while anticipating and addressing potential scheduling conflicts, and maintaining confidential sensitive information.
• Serve as point of contact, facilitating communication among the President’s team, including coordinating weekly team calls and maintaining Microsoft Teams chats, Viva Engage and SharePoint sites with information for the group, as well as coordinating large group meetings occurring every month.
• Manage external relationships with key stakeholders/partners and serve as the primary point of contact.
• Coordinate travel for the President and other key stakeholders attending in-person meetings/events, which may include air and hotel reservations, obtaining visas, and organizing ground transportation.
• Assist in planning and organizing events including multiple Board meetings throughout the year, managing all logistics including hotel room block, catering, AV and transportation.
• Set calendar schedule in advance for all Board meetings (7 meetings annually) including all prep meetings for the President and his direct reports
• Partner closely with the direct reports’ Executive Assistants (8 total) to ensure the President’s as well as his direct reports’ engagements run smoothly and efficiently and add value for the President, the team and the organization as a whole.
• Assume logistical/administrative responsibility for organizing and scheduling meetings, including periodic team meetings, networking events, and other events.
• Work to plan large scale group meetings involving securing both on-site and off-site conference rooms or venues, preparation and distribution of meeting materials, catering and other logistical considerations; may also be asked to assist other Executive Assistants who are in charge of similar events.
• Prepare correspondence, memos, presentations and other confidential materials on an as-needed basis and maintain contact/distribution lists.
• Manage expense reimbursements for the President, AES US Renewables & Power and other team members.
• Monitor departmental expenditures and maintain budget files; manage monthly accruals; manage PO and non-PO invoice payment processes in applicable systems (which include SAP, Readsoft and Ariba), and coordinate with vendors and internal departments who are also involved in the process.
• Create and maintain internal and external distribution lists for select groups.
• Support in the development of PowerPoint presentations or other communication deliverables for team calls and for other internal/external speaking opportunities.
• As a member of the Executive Assistant team, consult and coordinate with other assistants, and provide backup as needed.
• Assist with special projects, as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed