Executive Assistant

Description

Title: Executive Assistant
Department: EPC Business Unit
Location: Houston, TX
Supervisor: Chief Executive Officer

FLSA Status: Non- Exempt
Position Status: Permanent, Full-Time

Work Status: In-Office

EXECUTIVE ASSISTANT

Hanwha Qcells USA Corp (Qcells USA), headquartered in Irvine, CA, specializes in providing utility-scale modules, solar photovoltaic (PV), and battery energy storage systems (BESS) project development, along with Engineering, Procurement, and Construction (EPC) services for solar and BESS projects nationwide. Qcells USA delivers comprehensive turnkey solutions encompassing the entire utility-scale project lifecycle. By choosing Qcells USA for turnkey solutions, customers can reduce uncertainty and risk, leading to enhanced investment returns and contributing to a more sustainable future.

Qcells USA’s complete turnkey solutions seamlessly integrate the expertise of our Development, Module, and EPC teams, while ensuring close coordination with other vital internal groups such as Project Finance, Systems Integration, and Legal. This collaborative approach ensures that Qcells USA projects deliver exceptional value and performance. With several multi-billion-dollar investments, Qcells is pioneering the establishment of the only complete module supply chain in the U.S., including the expansion of our Georgia module manufacturing facility, which stands as the largest in the Western Hemisphere.

As an integral part of the global Qcells brand, Qcells USA benefits from a legacy of excellence in photovoltaic manufacturing. Qcells is renowned worldwide for its high-performance, superior-quality solar cells and modules. With dual headquarters in Seoul, South Korea (Global Executive HQ) and Thalheim, Germany (Technology & Innovation HQ), Qcells operates under the umbrella of Hanwha Group, a FORTUNE Global 500 company and one of the top 8 business conglomerates in South Korea.

SUMMARY

The Executive Assistant plays a critical role in providing administrative support to the Chief Executive Officer (CEO) and other executives as needed to ensure the smooth operation of executive-level functions. This position requires a highly organized, proactive, and detail-oriented individual who can manage multiple priorities in a fast-paced environment. This position reports to the CEO, or other senior management personnel that the CEO of the Company may designate. This position reports to the Houston, TX office and will work from the office 5 days a week. Working hours are Monday through Friday, from 8:00am to 5:00pm or 9:00am to 6:00pm local time. This position is expected to travel up to 10% of the time.

Applicants must be authorized to work for any employer in the United States. We are unable to sponsor or take over sponsorship of an employment visa at this time.

ESSENTIAL JOB FUNCTION & RESPONSIBILITIES

Calendar & Meeting Management

• Manage complex calendars by scheduling internal and external appointments across multiple time zones.
• Coordinate meeting logistics, including room bookings and video conferencing setups.
• Prepare agendas and distribute relevant materials to attendees ahead of scheduled meetings.
• Record detailed meeting minutes and track action items to ensure timely follow-up.

Travel & Expense Administration

• Support travel arrangements, including flights, hotels, and ground transportation for domestic and international travel.
• Process expense reports accurately.

Communication & Departmental Coordination

• Serve as the primary liaison for communication and coordination across various department heads.
• Draft, proofread, and edit internal announcements, emails, and official correspondence.
• Screen incoming inquiries, prioritizing urgent matters that require immediate leadership attention.

Documentation & Data Management

• Organize digital document storage to ensure files are secure, structured, and easily searchable.
• Perform accurate data entry across various company databases, tracking systems, and CRM platforms.
• Maintain confidentiality when handling sensitive corporate information, contracts, and personnel records.

Reports & Presentations

• Prepare polished presentations and slide decks for executive review and board meetings.
• Compile data and draft reports on departmental performance, metrics, and special projects.

• Regular attendance, in accordance with company's attendance policy and supervisory assignment, is an essential job duty requirement for this position
• Perform other duties and special projects, as assigned by Management

REQUIRED QUALIFICATIONS

• Bachelor’s Degree in Business Administration, Management, or another business-related field
• Minimum 7 years of experience in an administrative role
• Minimum of 5 years of experience working for and with C-level executives in a corporate environment
• Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal communications skills
• High level of discretion and confidentiality in handling sensitive project and corporate information
• Strong problem-solving skills and the ability to anticipate needs proactively
• Experience managing complex calendars and scheduling across multiple time zones, travel logistics for U.S. as well as international, and high-level meetings
• Familiarity with construction management software a plus (Procore)
• Experience with submitting expense reports (Concur)
• Strong attention to detail and commitment to producing high-quality work with accuracy
• Ability to adapt quickly to changing priorities and handle multiple tasks simultaneously
• Professional demeanor and excellent interpersonal skills
• Willingness to travel up to 10% of the time
• Ability to multitask and thrive in a fast-paced working environment

EXAMPLES OF PHYSICAL DEMANDS

• Stationary Position: frequently remains stationary up to 90% of the time and sitting up to 8 hours in a day
• Move/Traverse: infrequently bend, stand, stoop and/or walk
• Carry Weight: infrequently carry weight and/or lift objects (light to heavy) weighing up to 10 pounds
• Hearing and Speech: frequently communicates with the ability to hear and talk on a regular basis with employees, coworkers, and all personnel matters; must be able to exchange accurate information in these situations
• Sight: frequent use of sight to detect images on computer, office documents, and office objects near and far
• Climb: occasionally ascends/descends on stairway to get to office upper and lower floors
• Travel: up to 10% as needed

EXAMPLES OF WORK ENVIRONMENT

• Regular professional, office business setting
• Noise level ranges from low to moderate (if in office setting)
• Noise level ranges from moderate to high (if on construction worksite)
• Under the Office Mobilization Plan (OMP) policy, the role may transition to an onsite or hybrid arrangement, as determined by business needs and the Head of Department

Hanwha Qcells is proud to be an at-will Equal Opportunity Employer and prohibits discrimination against race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, pregnancy, citizenship, disability, protected veteran status and any other classification protected by applicable federal, state or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

It is important to note that the job descriptions provided by Qcells USA Corp are not intended to be comprehensive lists of all duties, responsibilities, or qualifications associated with the positions. Duties and responsibilities may change at any time with or without notice, reflecting our dynamic and evolving work environment.

We are committed to the full inclusion of all qualified individuals. As part of this commitment, Hanwha Qcells will provide reasonable accommodations to all qualified individuals with disabilities to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment. Please contact us to request accommodations at View email address on click.appcast.io.