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Provide executive level support to the Chief Operation Officer, Customer Operations and US Utilities. Successful candidate will have experience and comfort level interacting with senior leaders and executives, which will include the Chief Operating Officer and key executive leaders 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 Chief Operating Officer and key executive leaders 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). This role will we working at an operations site.
- 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.
- Candidate will be interacting not only with executive level employees but also field operations and working in a union environment.
- Assist in planning and organizing events, coordinating with various internal and external collaborators.
- Support in the development of presentations for internal/external speaking opportunities.
- Self-starter that has the ability to work independently and also work across multiple teams and leadership.
- Monitor office supplies inventory and place orders as needed.
- 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.
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.
Safety comes first at AES. To protect the health and safety of our people, customers, communities and partners, and to provide and maintain a workplace that is free of known hazards, AES requires all newly-hired people or current AES people applying for U.S.-based role(s), to be fully vaccinated against COVID-19 or be willing to be fully vaccinated against COVID-19 by their date of hire. Except where prohibited by law or not specifically covered in a collective bargaining agreement, new hires and transfers will be required to provide proof of vaccination during onboarding and periodically thereafter. This policy will comply with all applicable laws and is based on guidance from the Centers for Disease Control and Prevention and local health authorities, as applicable.
Job Type: Full-time
Pay: From $68,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
Work Location: In person