Executive Assistant

Are you ready to be part of a company that's not just talking about the future, but actively shaping it? Join The AES Corporation (NYSE: AES), a Fortune 500 company that's leading the charge in the global energy revolution. With operations spanning 14 countries , AES is committed toshaping a future through innovation and collaboration. Our dedication to innovation has earned us recognition as one of the Top Ten Best Workplaces for Innovators by Fast Company in 2022. And with our certification as a Great Place to Work , you can be confident that you're joining a company that values its people just as much as its groundbreaking ideas. AES is proudly ranked #1 globally in renewable energy sales to corporations, and with $12.7B in revenues in 2023 , we have the resources and expertise to make a significant impact as we provide electricity to 25 million customers worldwide. As the world moves towards a net-zero future, AES is committed to meeting the Paris Agreement's goals by 2050. Our innovative solutions, such as 24/7 carbon-free energy for data centers, are setting the pace for rapid, global decarbonization. If you're ready to be part of a company that's not just adapting to change, but driving it, AES is the place for you. We're not just building a cleaner, more sustainable future - we're powering it. Apply now and energize your career with a true leader in the global energy transformation. 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. Position responsibilities include but are not limited to the following: 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. Qualifications and Desired Experience include: A minimum of 8 years of administrative support experience, including support of an executive level leader. The preferred candidate should have an executive presence, strong organizational skills, experience coordinating travel, managing expense reports and vendor invoices, proficiency in Word and Outlook and intermediate skills in PowerPoint and Excel. Candidate must be able to maintain strict confidentiality and operate in a constantly changing, fast-paced environment. Approach to work should be take-charge, conscientious, proactive, and very detail-oriented. The candidate should be well organized and be able to effectively prioritize work and exercise mature judgment. The candidate must be able to communicate effectively and concisely with a variety of stakeholders; strong oral and written communication skills are required. The candidate must have excellent people skills, have a global mindset and ability to work across different cultures, be comfortable managing and working under deadlines, be able to juggle multiple tasks at once, and be able to work individually and with a team. Due to working in a global company, must be able to adjust hours occasionally for early morning or late day meetings. AES is an Equal Opportunity Employer who is committed to building strength and delivering long-term sustainability through diversity and inclusion. Respecting all backgrounds, differences and perspectives enables us to improve the lives of our people, customers, suppliers, contractors, and the communities in which we live and work. All qualified applicants will receive consideration for employment without regard to sex, sexual orientation, gender, gender identity and/or expression, race, national origin, ethnicity, age, religion, marital status, physical or mental disability, pregnancy, childbirth, or related medical condition, military or veteran status, or any other characteristic protected under applicable law. E-Verify Notice: AES will provide the Social Security Administration (SSA) and if necessary, the Department of Homeland Security (DHS) with information from each new employee's I-9 to confirm work authorization.