Posted a day ago
Apply Now
Description
At AES, we raise the quality of life around the world by changing the way energy works. Everyone makes an impact every day in our small, global teams. Apply here to start an extraordinary career today.
Provide executive-level support to both the VP, Human Resources and the Communications Leader, US Strategic Business Unit (SBU). Successful candidate will have experience and comfort level with interacting with senior leaders and executives, which will include the SBU President and key executive leaders at the global level and their assistants.
Responsibilities: Position responsibilities include but are not limited to the following:
- Serve as point of contact facilitating communication and managing calendars amongst the team(s).
- Coordinate travel for the VP, HR and Communications Leader, and members of their teams, at times, which may include air and hotel reservations, obtaining visas, coordinating transportation.
- Assume logistical/administrative responsibility for coordinating and scheduling meetings (securing both on-site and off-site conference rooms, preparation and distribution of meeting materials, and other logistical considerations).
- Prepare correspondence, memos, presentations and other confidential materials on an as-needed basis and maintain contact/distribution lists.
- Handle invoice and expense report payments in Oracle, SAP, BPOpen, and Concur.
- Monitor departmental expenditures and maintain budget files; process invoices, and coordinate with vendors and internal departments who are also involved in the process.
- Create and maintain distribution lists for media and other groups.
- Compile and distribute daily media reports.
- Assist in planning and organizing events, coordinating with various internal and external collaborators.
- Support in the development of presentations for internal/external speaking opportunities.
- As a member of the executive assistant team, consult and coordinate with other assistants, and provide back up as needed.
- Assist with special projects, as needed.
- Provide backup to other assistants, as needed.
Qualifications:
- A minimum of 5 years of administrative experience, including support of a senior level leader.
- The preferred candidate should have an executive presence, strong organizational skills, experience coordinating travel, experience handling expense reports and vendor invoices, proficiency in Word and Outlook and basic skills in PowerPoint and Excel.
- Maintain strict confidentiality and operate in a constantly changing, fast-paced environment. Approach to work should be take-charge, conscientious, proactive, and very meticulous. The candidate should be well organized and prioritize effectively work and exercise mature judgment.
- Excellent people skills, have a global approach and ability to work across different cultures, be comfortable managing and working under deadlines, have the ability to communicate effectively, be able to juggle multiple tasks at once, and to work individually and with a team.
- Been able to adjust hours occasionally for early morning or late day meetings.
