Executive Assistant

The AES Corporation; Indianapolis (IN); Presencial; USD 70.000 - 100.000; Jornada completa

Descripción de la vacante

The AES Corporation in Indianapolis seeks an Executive Assistant to support the Executive Leadership Team (ELT) and the Utilities President, ensuring smooth day-to-day operations and enabling leaders to focus on strategic priorities.

You will manage complex calendars, coordinate Teams meetings, arrange domestic and international travel, prepare correspondence and presentations, handle confidential information, and collaborate with cross-functional teams to improve processes and support events.

Formación

• 5+ years of administrative support experience, including support of a senior level leader.
• Executive presence with strong organizational skills.
• Experience coordinating travel, managing expense reports and vendor invoices.
• Proficiency in Word and Outlook; intermediate PowerPoint and Excel.
• Ability to maintain strict confidentiality in a fast-paced environment.
• Strong communication and ability to work across cultures.

Responsabilidades

• Proactively manage complex executive calendars, including scheduling and prioritizing time-sensitive matters.
• Coordinate Teams meetings, maintain calendars, and share resources via SharePoint.
• Arrange domestic and international travel for executives and teams.
• Prepare correspondence, memos, and PowerPoint presentations; protect confidential information.
• Manage expense reimbursements for senior leaders using Concur and approved processes.
• Monitor expenditures and coordinate PO/non-PO payments using SAP/Ariba.
• Support events and meetings with venues, catering, and safety considerations.
• Collaborate with other Executive Assistants and provide backup as needed.

Herramientas

Concur

SAP

ReadSoft

Ariba

Word

Outlook

PowerPoint

Excel

Descripción del empleo

The Executive Assistant to the Executive Leadership Team (ELT) provides high-level administrative and operational support to the Utilities President and other Senior Leadership Team (SLT) members as needed. This role is essential to enabling seamless day-to-day operations and supporting the effectiveness of the executive leadership team.

In this position, you will manage complex calendars and priorities, coordinate executive activities, and anticipate needs to help ensure leadership time is focused on the organization’s most important strategic priorities. You will work closely with senior leaders and cross-functional teams, gaining broad exposure to the organization and its business operations.

This role is well suited for someone who enjoys creating structure, solving problems, building strong working relationships, and continuously improving how teams operate. You will have opportunities to expand your knowledge of the business, strengthen your project coordination and executive support capabilities, and contribute to initiatives with visibility across the organization.

Key Responsibilities

• Proactively manage complex executive calendars, including scheduling appointments, coordinating Microsoft Teams meetings across multiple participants, prioritizing time-sensitive matters, and identifying and resolving scheduling conflicts.
• Serve as a key point of contact for the US Utilities Senior Leadership Team, facilitating communication and coordination across the group. This includes organizing weekly team calls and periodic 1:1 meetings and maintaining Microsoft Teams and SharePoint sites with presentations, articles, resources, and other relevant information.
• Coordinate domestic and international travel for executives and members of their respective teams, including air and hotel reservations, visa requirements, ground transportation, and coordination with travel agencies or other partners.
• Manage the administrative and logistical aspects of meetings, team gatherings, and other events. Responsibilities may include securing on-site or off-site venues, preparing and distributing materials, coordinating catering, and ensuring applicable meeting safety protocols are communicated and understood.
• Partner with EHS, Facilities, and third-party event teams as needed to support safe and well-organized meetings and events.
• Prepare correspondence, memos, PowerPoint presentations, and other materials while maintaining contact and distribution lists and appropriately protecting confidential and sensitive information.
• Manage expense reimbursements for the President of AES US Utilities and other team members using Concur and other approved reimbursement processes.
• Support departmental financial administration by monitoring expenditures, maintaining budget files, managing monthly accruals, and coordinating PO and non-PO invoice payments through systems such as SAP, ReadSoft, and Ariba.
• Build effective working relationships with vendors and internal teams involved in financial, administrative, and operational processes.
• Create and maintain internal and external distribution lists for designated groups.
• Support the development of PowerPoint presentations for monthly team calls, leadership discussions, and internal and external speaking engagements.
• Collaborate closely with other Executive Assistants, sharing best practices and providing backup coverage when needed.
• Support the planning and coordination of organizational events in partnership with internal and external stakeholders.
• Contribute to special projects and process improvement initiatives that support the executive team and broader organization.

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, 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 proactive, conscientious, 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 communication effectively and concisely with a variety of stakeholders (strong oral and written communication skills are preferred)
• 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.
• Must be able to adjust hours occasionally for early morning or late day meetings.