Administrative Assistant Jobs

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.

Primary Duties:

• Resource Management: Support the project team in managing project resources, such as tracking inventory, ordering supplies, and coordinating equipment and facility needs.
• Communication and Coordination: Facilitate effective communication within the project team and with external stakeholders. Schedule and organize team meetings, distribute agendas, and record meeting minutes. Coordinate with team members to ensure timely completion of tasks and deliverables.
• Financial Support: Assist in financial administration, including processing invoices, tracking project expenses, and preparing budget reports. Collaborate with the finance department to ensure accurate and timely financial documentation.
• Continuous Improvement: Actively seek opportunities to improve project team processes and procedures. Recommend and implement enhancements to increase efficiency and effectiveness.
• Stakeholder Engagement: Maintain positive relationships with project stakeholders, both internal and external. Respond to inquiries, coordinate meetings, and provide necessary information as requested.
• Administrative Support: Provide general administrative support to the project team, including managing schedules, coordinating meetings, arranging travel, and handling correspondence.
• Documentation and Record-Keeping: Maintain project-related documentation, including project plans, reports, meeting minutes, and other relevant files. Ensure that all documents are accurately filed and easily accessible to team members.
• Data Management: Assist in managing project-related data, including data entry, data analysis, and generating reports as required. Maintain databases and spreadsheets to track project progress and key performance indicators.
• Quality Assurance: Contribute to maintaining the quality and accuracy of project-related deliverables. Review documents for completeness, consistency, and adherence to established guidelines.
• Procurement: Assist in the entry of purchase requisitions and working with purchasing in obtaining and ordering miscellaneous materials and services.
• Risk Management: Assist in identifying and mitigating project risks by actively participating in risk assessment activities and supporting the implementation of risk mitigation strategies.

Preferred Qualifications:

• High school diploma or equivalent; additional relevant certifications or training is a plus.
• Proven experience in an administrative or support role, preferably in a project-based environment.
• Ability to work effectively both independently and as part of a team, demonstrating a proactive and flexible approach.
• Familiarity with project management methodologies and terminology is desirable.
• Experience working with SAP or other types of CMMS systems.
• Excellent verbal and written communication skills, with keen attention to detail.
• Discretion and professionalism in handling sensitive and confidential information.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.

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.