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Summary: Provide administrative and clerical support to the office/commercial team. Successful candidate will have experience and comfort level with interacting with senior leaders and executives, which may include key executive leaders at the global level and their assistants.

Responsibilities: Position responsibilities include but are not limited to the following:

• Provide general administrative and clerical support including mailing, scanning, faxing and copying for management and Leadership.
• Serve as point of contact facilitating communication and managing calendars amongst the team(s).
• Assume logistical/administrative responsibility for organizing and scheduling meetings (securing both on-site and off-site conference rooms, preparation and distribution of meeting materials, and other logistical considerations).
• Open, sort and distribute incoming correspondence.
• Perform data entry and scan documents.
• Assist in resolving any administrative problems.
• Run company’s errands to post office and office supply store.
• Answer calls from customers regarding their inquiries.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Schedule and coordinate meetings, appointments and travel arrangements for Management and Leadership.
• Maintain office supplies for department.
• Coordinate travel for the team, which may include air and hotel reservations, obtaining visas, organizing transportation.
• Prepare correspondence, memos, presentations and other confidential materials on an as-needed basis and maintain contact/distribution lists.
• Prepare expense reports for manager - Concur (to include credit card reconciliation.)
• Monitor departmental expenditures and maintain budget files; process invoices, and coordinate with vendors and internal departments who are also involved in the process.
• Support in the development of presentations for internal/external speaking opportunities.
• Orients new employees by providing orientation information packets; reviewing company policies; safety orientations; and supports in the process.
• Provide backup to other assistants, as needed.

Qualifications:              

• A minimum of five (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, experience managing expense reports and vendor invoices, proficiency in Word and Outlook and [basic, intermediate, advanced] skills in PowerPoint and Excel.  Experience in SAP to support timecards and leave is desirable.
• Candidate must be able to maintain strict confidentiality and operate in a constantly changing, fast-paced environment. Approach to work should be take-charge, conscientious, proactive, and very detail-oriented. The candidate should be well organized and be able to effectively prioritize work and exercise mature judgment. 
• 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, have the ability to communicate effectively, be able to juggle multiple tasks at once, and be able to work individually and with a team.

Key Competencies:

• Communication skills - written and verbal
• Planning and organizing
• Prioritizing
• Problem assessment and problem solving
• Information gathering and information monitoring
• Attention to detail and accuracy
• Flexibility
• Teamwork

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