Executive Assistant - Virginia, United States - AES Corporation

AES Corporation Virginia, United States

1 week ago

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 administrative support to the Vice President of Mergers & Acquisitions, as well as other members of the finance team.

The successful candidate will have experience and comfort level interacting with senior leaders, executives and critical external stakeholders. The ideal candidate has experience performing duties with broad latitude for judgment, is proactive and has excellent communication skills.

Position responsibilities include but are not limited to the following:

Proactively manage the executive'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.
Serve as point of contact, facilitating communication among the team and maintaining Microsoft Teams sites with information for the group, such as PowerPoint presentations and articles on relevant topics.
Coordinate travel for Executive leader and other key stakeholders attending in-person meetings / events, which may include air and hotel reservations, obtaining visas, and organizing ground transportation.
Assume logistical/administrative responsibility for organizing and scheduling meetings, including annual global team meetings and other periodic group meetings, team happy hours and other events (securing both on-site and off-site conference rooms or venues, preparation and distribution of meeting materials, catering and other logistical considerations).
Prepare correspondence, memos, presentations and other confidential materials on an as-needed basis and maintain contact/distribution lists.
Manage expense reimbursements for Executive 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 for monthly global 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:

A minimum of 5 years of administrative support experience, including support of a senior level leader.
The preferred candidate should have an executive presence, strong organizational skills, experience coordinating travel, managing expense reports and vendor invoices,
The candidate must be proficient in MS Office. Experience with data visualization tools (Tableu, Power BI) is a plus
Candidate must be able to maintain strict confidentiality and operate in a constantly changing, fast-paced environment.
The candidate should be well organized and be able to effectively prioritize work and exercise mature judgment.
Fluency in Spanish is a plus but not required
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.

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