AES United States Administrative Assistant in Huntington Beach, California
At AES, we raise the quality of life around the world by changing the way energy works. Everyone makes an impact every day in our small, global teams. Apply here to start an extraordinary career today.
Summary: Provide administrative, accounting, and clerical support to the Southland Construction Management Team (HB) and HB Ops. Successful candidate will have experience and comfort level with interacting with senior leaders and executives, which may include the SBU President and 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).
Assist in planning and organizing events, coordinating with various internal and external stakeholders.
Maintain electronic and hard copy filing system.
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.
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.
Must be able to adjust hours occasionally for early morning or late day meetings
Communication skills - written and verbal
Planning and organizing
Problem assessment and problem solving
Information gathering and information monitoring
Attention to detail and accuracy
Customer service orientation
AES is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, genetic information, disability or protected veteran status. 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.
Create an extraordinary future.
AES people raise the quality of life in communities around the world – from bringing electricity to rural communities in El Salvador for the first time, to engineering battery storage that makes a clean energy future possible. That’s a 24/7 responsibility, so we work like a 10,500-person start-up – all in, full-on, in small, hyper-connected teams of people from different divisions, specialties and cultures.
We recognize and reward contribution from anyone, anywhere. The only limit to our influence and impact is our own commitment. We measure our careers by the difference we make to our communities, colleagues and families. So we care as much about how we act as what we do, at work and in life. We don’t just work at AES. We work for AES. We are AES.
Global Opportunities: www.aes.com/careers