Position responsibilities include but are not limited to the following:
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Proactively manage calendars, including making appointments, coordinating Microsoft Teams calls among multiple people, and prioritizing the most sensitive matters, while anticipating and addressing potential scheduling conflicts.
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Serve as point of contact, facilitating communication among the team and maintaining Microsoft Teams sites with information for the group, such as PowerPoint presentations.
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Coordinate travel for Senior Leader and other team members attending in-person meetings / events, which may include air and hotel reservations, obtaining visas, and organizing ground transportation.
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Assume logistical/administrative responsibility for organizing and scheduling meetings, including monthly team 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).
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Manage expense reports for Senior Leaders.
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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.
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Work alongside the Executive Assistant to the Senior Vice President of Strategy and Mergers & Acquisitions and provide backup as needed.
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As a member of the assistant team, consult and coordinate with other assistants, and provide backup as needed.
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Assist with special projects as needed.
Qualifications:
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A minimum of 5 years of administrative support experience, including support of a senior level leader.
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The preferred candidate should have an executive presence, strong organizational skills, and experience coordinating travel, managing expense reports, and vendor invoices.
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The candidate must be proficient in MS Office.
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Candidate must be able to maintain strict confidentiality and operate in a constantly changing, fast-paced environment.
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The candidate should be well organized and be able to effectively prioritize work and exercise mature judgment.
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Must be able to adjust hours occasionally for early morning or late day meetings.
AES Corporation
4300 Wilson Blvd
Arlington
Virginia United States
www.aes.com
