Exec Administrative Asst

Job Posting End Date

05-04-2026

Please note the job posting will close on the day before the posting end date.

Job Summary

Executive Administrative Assistant who provides high-touch, proactive administrative and operational support to a C suite or senior executive (typically salary grade 14+). Acts as a strategic gatekeeper and extension of the executive, managing complex calendars, communications, and logistics with absolute discretion and independent judgment. Maintains confidentiality of high-level decisions and sensitive information and reliably frees the executive to focus on strategic priorities.

Job Description

What You’ll Do

Strategic calendar management

- Own and optimize the executive’s calendar across time zones: prioritize requests, create and enforce meeting buffers, manage recurring commitments, and ensure alignment with strategic priorities.

- Proactively resolve conflicts and rebook meetings with minimal disruption; coordinate across multiple stakeholders and executive schedules.

- Prepare and circulate agendas, pre-reads and briefing notes; ensure attendees receive materials and clear objectives 24–48 hours in advance.

Meeting and event execution

- Coordinate logistics for in-person, virtual and hybrid meetings (room/AV setup, virtual links, participant lists, RSVPs, catering, seating, and minutes).

- Capture key decisions and action items, distribute concise follow-ups and track completion.

Travel and expense management

- Plan and book complex domestic and international travel itineraries, visas, and ground transportation; prepare detailed itineraries and traveler briefings.

- Reconcile expenses, submit reports timely and identify cost-saving opportunities.

Communications and stakeholder engagement

- Screen and prioritize email, calls, and requests; draft, edit and proofread correspondence and presentations on behalf of the executive.

- Serve as a diplomatic liaison between the executive and internal/external stakeholders, preserving tone and intent.

Project and document management

- Manage confidential files and document retrieval systems; ensure version control for presentations and sensitive documents.

- Lead or support cross-functional administrative projects and special initiatives from planning through execution.

Decision-making and discretion

- Exercise independent judgment within scope of authority, escalate appropriately, and make timely decisions to keep executive commitments on track.

- Maintain strict confidentiality for all matters related to executive plans, personnel and corporate strategy.

Preferred Experience & Skills

- Proven experience: 5+ years supporting senior executives (VP, SVP, EVP, CEO or equivalent), preferably supporting multiple senior leaders or board-level interactions.

- Demonstrated expertise in advanced calendar management, cross-time-zone scheduling and complex travel planning.

- Excellent written and verbal communication, high-quality proofreading and document preparation skills.

- Strong project management and follow-up skills; comfortable tracking multiple streams of work to completion.

- High emotional intelligence, professional presence and stakeholder management.

- Tech savvy: expert user of Outlook/Google Calendar, Microsoft Office, video conferencing (MS Teams), and expense/travel systems (Concur, SAP, etc.).

- Integrity: absolute discretion with confidential information and sound judgment in sensitive situations.

What We're Looking For:

Education requirements are listed below:

High school graduate or equivalent education and /or experience. Some college and/or office administrator training desirable.

Work Experience requirement listed below:

5 years or more of diversified thorough experience gained from work in various areas within the organization or similar administrative experience. Must be computer/PC competent and have experience in utilizing general administrative office procedures and practices.

At AEP, we’re more than just an energy company!

We’re a team of dedicated professionals committed to delivering safe, reliable, and innovative energy solutions. Guided by our mission to put the customer first, we strive to exceed expectations by listening, responding, and continuously improving the way we serve our communities. If you're passionate about making a meaningful impact and being part of a forward-thinking organization, this is the company for you!

Compensation Data

Compensation Grade:

SP20-005

Compensation Range:

$63,496.00 - $79,369.00

The Physical Demand Level for this job is: S – Sedentary Work: Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently. (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

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It is hereby reaffirmed that it is the policy of American Electric Power (AEP) to provide Equal Employment Opportunity in all respects of the employer-employee relationship including recruiting, hiring, upgrading and promotion, conditions and privileges of employment, company sponsored training programs, educational assistance, social and recreational programs, compensation, benefits, transfers, discipline, layoffs and termination of employment to all employees and applicants without discrimination because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, veteran or military status, disability, genetic information, or any other basis prohibited by applicable law. When required by law, we might record certain information or applicants for employment may be invited to voluntarily disclose protected characteristics.