Executive Assistant

Executive Administrative Assistant

Quanta Power Solutions is seeking an exceptional Executive Administrative Assistant to serve as a trusted partner to the President & COO of a multi-billion North American energy business. This is a high-visibility, high-impact role that goes well beyond traditional administrative support – it operates at the intersection of executive office management, stakeholder engagement, and business operations.

The ideal candidate is a seasoned professional who brings exceptional judgment, discretion, and organizational mastery to one of the most demanding and rewarding roles in the organization. You will serve as an extension of the executive – anticipating needs, removing friction, and ensuring the President can operate at full capacity across a fast-moving, geographically dispersed business. This role requires someone who is proactive rather than reactive, poised under pressure, and deeply reliable across both professional and personal matters.

What You'll Do

Executive Calendar & Priority Management

• Own the President's calendar end-to-end, managing competing demands with a forward-looking view weeks and months in advance

• Proactively identify and resolve scheduling conflicts, aligning commitments with business objectives without requiring executive direction

• Serve as gatekeeper and first point of contact for all inbound communications to the executive office, triaging and escalating with sound judgment

Travel & Logistics Coordination

• Manage all domestic and international travel, including extensive private aviation coordination – scheduling flights, FBO logistics, ground transportation, customs documentation, and real-time itinerary adjustments

• Develop comprehensive travel itineraries that account for business objectives, time zones, security protocols, and last-minute changes

• Serve as the primary point of contact during executive travel to resolve logistical issues in real time

• Manage expense reporting and reimbursements in compliance with company policy

Communications & Stakeholder Engagement

• Draft, review, and manage executive correspondence with internal and external stakeholders, including board members, customers, investors, and senior leadership

• Act as a delegated representative of the President in communications, exercising judgment within established authority

• Coordinate responses to surveys, media inquiries, and formal information requests on behalf of the executive office

Meeting & Event Facilitation

• Organize and facilitate meetings with internal leadership, board members, customers, and external executives

• Prepare thorough briefing packages prior to key engagements – including company profiles, attendee backgrounds, talking points, and relevant financial or operational context

• Develop agendas, presentations, and supporting materials; manage follow-up action tracking and accountability

• Plan and execute conferences, leadership meetings, planning sessions, and other executive engagements in collaboration with cross-functional teams

Executive Office Operations

• Monitor and manage the President's email, drafting responses and preparing weekly planning documents to ensure continuity and anticipation of priorities

• Track commitments and action items made by the executive across meetings, travel, and engagements, providing follow-up accountability without prompting

• Design and maintain electronic and physical filing systems for corporate documents, records, and executive materials

• Support board-level coordination, including logistics, materials preparation, and liaison with the corporate secretary or General Counsel's office as needed

• Support onboarding of new department hires as needed

• Ensure adherence to internal standards, policies, and procedures

Research & Decision Support

• Research, compile, and analyze data to support executive decision-making and operational planning

• Lead and coordinate special projects and executive initiatives in support of operational objectives

Executive Support – Professional & Personal

In keeping with the nature of a senior executive role, provide occasional support for personal scheduling, household coordination, and related logistics as needed, exercising the same level of discretion and professionalism applied to all executive matters.

What You'll Bring

Qualifications

Required Qualifications

• Bachelor's degree strongly preferred; equivalent professional experience considered

• 8+ years of experience providing administrative support to C-Suite executives, with demonstrated experience supporting a President, CEO, or equivalent

• Exceptional written and verbal communication skills, including the ability to draft executive-level correspondence independently

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and digital collaboration tools

• Demonstrated ability to exercise independent judgment in ambiguous and fast-moving situations

• High emotional intelligence and polished professional presence when interfacing with board members, customers, and senior executives

• Absolute discretion and confidentiality across all matters – financial, personnel, strategic, operational, and personal

• Ability to manage multiple high priority demands simultaneously without loss of quality or composure

Preferred Qualifications

• Experience supporting executives with private aviation travel and complex, multi-leg international itineraries

• Background in energy, infrastructure, construction, utilities, or related industries

• Experience interfacing with boards of directors, executive committees, and external stakeholders at the enterprise level

What You'll Get

• Competitive Compensation

• Weekly Pay

• 401(k) Retirement Plan

• Holiday Pay

• Paid Time Off (PTO)

• Comprehensive Health Coverage

• Pet Insurance

• Employee Assistance Program (EAP)

• Professional Development

• Tuition Assistance

• Employee Discount Program

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law. We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company's Human Resources department.