KEY RESPONSIBILITIES AREAS: 1. Governance and Meeting Coordination: • Responsible for all coordination and logistics for all governance-related meetings and VCs. • Collaborate with the AEEE CS firm, directors, SMT members and Manager SI to plan and prepare for all governance meetings, including agenda preparation and action taken reports, pre-read and background documents, report circulation, and accurate recording and timely distribution of meeting minutes. Ensure all statutory and compliance-related actions under the Societies Act are addressed promptly. • Address any requests coming from AEEE Executive Council members politely and expeditiously, follow up with the elected officers’ (Chair, Vice-Chair and Treasurer) or their office to conclude governance matters in a timely manner. 2. Executive Assistant and Administrative support: • Maintain the Executive Director's and Sr. Technical Director’s calendar, files, records, memos, notes, and all other official communication and documentation in an organized and confidential manner digitally on AEEE’s Google Drive. • Work closely with other support functions (finance and accounts, office administration, HR) and Manager SI to ensure high operational efficiency within AEEE. • Arrange and coordinate travel and accommodation for the Executive Director, Technical Director, and Executive Council members for business-related purposes, ensuring all logistics are efficiently managed in collaboration with the administration team, who will handle the bookings. Confirm all travel details, prepare comprehensive itineraries, and ensure necessary travel documents are in order. Additionally, collect and verify expense receipts, and file expense reports in a timely manner, adhering to AEEE’s expense reimbursement policy to ensure accuracy and prompt submission for approval. 3. Event Coordination: • Manage all AEEE events end-to-end, including flagship events like FEED, Energise, and SDI, as well as other internal organizational events. This encompasses venue and event logistics, audio-visual and technical requirements, printing and branding, and technical planning and coordination. • Oversee travel logistics, including itinerary planning and hotel bookings, along with conference kits, materials, and outsourced services (e.g., Event Coordinator for FEED, Energise, etc.). While the actual ticket and hotel bookings will be handled by the Admin team, this role will be responsible for gathering and sharing the necessary information. In cases where event management and logistics are on a larger scale, you are expected to provide extended support as needed. • Event planning requires extensive collaboration with the Finance & Admin team, Communications team, and Research teams to ensure seamless execution, cohesive branding, and effective outreach. REQUIRED EDUCATIONAL QUALIFICATION & RELEVANT EXPERIENCE ● Graduate or Postgraduate degree in Business Administration, Public Administration, or a related field. ● 10–15 years of experience in executive or administrative support, preferably at senior levels. ● Proven ability to manage high-level calendars, travel arrangements, and official documentation. ● Hands-on experience in coordinating internal and external events end-to-end. ● Familiarity with governance-related coordination and stakeholder communication. ● High proficiency in digital tools including Google Workspace and Microsoft Office Suite. ● Ability to multitask, handle sensitive information with discretion, and maintain digital file systems.

AEEE is looking for a self-motivated, positive and passionate individual with a problem-solving and growth mindset who will join our team to further enhance & empower our brand identity and recognition. Responsibilities 1. Governance and Meeting Coordination: • Responsible for all coordination and logistics for all governance-related meetings and VCs. • Collaborate with the AEEE CS firm, directors, SMT members and Manager SI to plan and prepare for all governance meetings, including agenda preparation and action taken reports, pre-read and background documents, report circulation, and accurate recording and timely distribution of meeting minutes. Ensure all statutory and compliance-related actions under the Societies Act are addressed promptly. • Address any requests coming from AEEE Executive Council members politely and expeditiously, follow up with the elected officers’ (Chair, Vice-Chair and Treasurer) or their office to conclude governance matters in a timely manner. 2. Executive Assistant and Administrative support: • Maintain the Executive Director's and Sr. Technical Director’s calendar, files, records, memos, notes, and all other official communication and documentation in an organized and confidential manner digitally on AEEE’s Google Drive. • Work closely with other support functions (finance and accounts, office administration, HR) and Manager SI to ensure high operational efficiency within AEEE. • Arrange and coordinate travel and accommodation for the Executive Director, Technical Director, and Executive Council members for business-related purposes, ensuring all logistics are efficiently managed in collaboration with the administration team, who will handle the bookings. Confirm all travel details, prepare comprehensive itineraries, and ensure necessary travel documents are in order. Additionally, collect and verify expense receipts, and file expense reports in a timely manner, adhering to AEEE’s expense reimbursement policy to ensure accuracy and prompt submission for approval. 3. Event Coordination: • Manage all AEEE events end-to-end, including flagship events like FEED, Energise, and SDI, as well as other internal organisational events. This encompasses venue and event logistics, audio-visual and technical requirements, printing and branding, and technical planning and coordination. • Oversee travel logistics, including itinerary planning and hotel bookings, along with conference kits, materials, and outsourced services (e.g., Event Coordinator for FEED, Energise, etc.). While the actual ticket and hotel bookings will be handled by the Admin team, this role will be responsible for gathering and sharing the necessary information. In cases where event management and logistics are on a larger scale, you are expected to provide extended support as needed. • Event planning requires extensive collaboration with the Finance & Admin team, Communications team, and Research teams to ensure seamless execution, cohesive branding, and effective outreach. Qualifications ● Graduate or Postgraduate degree in Business Administration, Public Administration, or a related field. ● 10–15 years of experience in executive or administrative support, preferably at senior levels. ● Proven ability to manage high-level calendars, travel arrangements, and official documentation. ● Hands-on experience in coordinating internal and external events end-to-end. ● Familiarity with governance-related coordination and stakeholder communication. ● High proficiency in digital tools, including Google Workspace and Microsoft Office Suite. ● Ability to multitask, handle sensitive information with discretion, and maintain digital file systems. ● Demonstrated problem-solving mindset and commitment to professional excellence. ● Alignment with AEEE’s core values: Respect, Integrity, Synergy, and Excellence (RISE).