- Personal Assistant Experience
- Microsoft Office
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.
AES Distributed Energy (DE), a division of The AES Corporation, is currently seeking an Executive Assistant to provide support to the President of AES DE and his direct reports. You will manage mostly business related tasks for the team such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive or administration assistant in the past.
Assume logistical/administrative responsibility for organizing and scheduling meetings (securing both on-site and off-site conference rooms, preparation and distribution of meeting materials, and other logistical considerations).
Point of contact managing Woody’s calendar, and at times, members of the DE Leadership team.
Coordinate travel for Woody, and members of the DE team, at times, which may include air and hotel reservations, obtaining visas, organizing transportation.
Prepare correspondence, memos, presentations and other confidential materials on an as-needed basis and maintain contact/distribution lists.
Manage expense report and reimbursement payments in Concur.
Manage Concur expense report approvals.
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 Distributed Energy.
Acquire and compile signatures for documents.
Assist in planning and organizing events, coordinating with various internal and external stakeholders.
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.
Maintain strict confidentiality and operate in a constantly changing, fast-paced environment.
Assist with special projects, as needed.
Provide backup to other assistants, as needed.
Skills and Qualifications:
10+ years of experience as an Executive Assistant
Experience working with a VP or Executive in a global company
High degree of commitment to a quality safety culture and an incident-free work environment.
Excellent written and verbal communication skills.
Self-motivated, as most of the duties will be carried out independently.
Well versed in the use of the Microsoft Office software suite.
Spanish speaking is a plus