Executive Assistant

Responsibilities

• Proactively manage the President’s calendar, making appointments, coordinating Microsoft Teams calls among multiple people, and prioritizing the most sensitive matters while anticipating and resolving scheduling conflicts.
• Serve as point of contact, facilitating communication among the President’s team, coordinating weekly team calls, and maintaining Microsoft Teams chats, Viva Engage, and SharePoint sites with group information.
• Coordinate large group meetings each month, manage external relationships with key stakeholders/partners, and serve as primary point of contact.
• Arrange travel for the President and key stakeholders attending in‑person meetings/events, including air and hotel reservations, visa acquisition, and ground transportation.
• Assist in planning and organizing multiple Board meetings annually, managing all logistics such as hotel room blocks, catering, AV, and transportation.
• Set calendar schedule in advance for all Board meetings (seven annually), including all prep meetings for the President and his direct reports.
• Collaborate closely with the direct reports’ Executive Assistants (total of eight) to ensure smooth and efficient engagements for the President and direct reports, adding value to the organization.
• Assume logistical/administrative responsibility for organizing and scheduling meetings, including periodic team meetings, networking events, and other events.
• Plan large‑scale group meetings, securing on‑site and off‑site conference rooms or venues, preparing and distributing meeting materials, and handling catering and other logistical considerations; may also assist other Executive Assistants with similar events.
• Prepare correspondence, memos, presentations, and other confidential materials as needed, maintaining contact/distribution lists.
• Manage expense reimbursements for the President, AES US Renewables & Power, and other team members; monitor departmental expenditures, maintain budget files, manage monthly accruals, and handle PO and non‑PO invoice payment processes in applicable systems (SAP, Readsoft, Ariba), coordinating with vendors and internal departments.
• Create and maintain internal and external distribution lists for select groups.
• Support the development of PowerPoint presentations or other communication deliverables for team calls and 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 required.

• Minimum of eight years of administrative support experience, including support of an executive‑level leader.
• Executive presence, strong organizational skills, experience coordinating travel, managing expense reports and vendor invoices.
• Proficiency in Word and Outlook; intermediate skills in PowerPoint and Excel.
• Ability to maintain strict confidentiality and operate in a constantly changing, fast‑paced environment.
• Take‑charge, conscientious, proactive, and highly detail‑oriented approach to work.
• Excellent oral and written communication skills, with the ability to communicate effectively and concisely with a variety of stakeholders.
• Excellent people skills, global mindset, and ability to work across different cultures.
• Comfortable managing and working under deadlines, juggling multiple tasks simultaneously, and working both independently and within a team.
• Ability to adjust hours occasionally for early morning or late‑day meetings due to global operations.

AES is an Equal Opportunity Employer committed to building strength and delivering long‑term sustainability through diversity and inclusion. 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.