Executive Assistant

Executive Assistant

Quanta Power Solutions is seeking a highly organized and proactive Executive Assistant to provide administrative and operational support to business leaders and departmental teams. This position plays a critical role in supporting day-to-day operations by coordinating schedules, facilitating communication, managing administrative processes, and ensuring organizational activities run efficiently.

Executive & Administrative Support

• Provide administrative support to department leadership, including complex calendar management, scheduling, and meeting coordination.
• Organize internal and external meetings, including agendas, presentations, meeting materials, and action item tracking.
• Coordinate department meetings, training sessions, workshops, special events, and travel arrangements.
• Maintain departmental records, files, and documentation while ensuring accuracy and confidentiality.

Timekeeping & Workforce Support

• Monitor timesheet submissions, send reminders, and assist leaders with compliance and reporting.
• Support workforce planning efforts by tracking personnel data, organizational changes, and departmental resources.

Expense & Procurement Administration

• Process expense reports and assist with purchasing activities, including requisitions, office equipment, and departmental supplies.
• Coordinate office resources such as software licenses, subscriptions, and business materials.

Reporting & Documentation

• Prepare reports, presentations, spreadsheets, correspondence, and departmental summaries.
• Maintain metrics, dashboards, and staffing reports.
• Manage electronic filing systems and document repositories.
• Support leadership reporting needs and assist with data collection for business initiatives.
• Handle confidential and sensitive information with a high level of discretion and professionalism.

Technology & Process Support

• Utilize Microsoft Office, Teams, and SharePoint to manage and distribute documents and support collaboration.
• Identify opportunities for process improvements and workflow efficiencies.
• Leverage AI-enabled tools to enhance productivity, organization, and administrative effectiveness.

Education & Experience

• Associate's degree in Business Administration, Office Administration, Communications, or related field preferred (or equivalent experience).
• 7–10+ years of progressive administrative support experience required.
• Experience supporting senior managers, directors, executives, or leadership teams required.
• Experience in engineering, construction, EPC, industrial, utility, or technical environments preferred.
• Experience with meeting coordination, travel management, expense reporting, and purchasing processes preferred.

Software Proficiency

• Advanced Microsoft Office Suite.
• SharePoint and Adobe Acrobat.
• ERP systems (JD Edwards, Oracle, SAP, or similar).
• Expense reporting tools (e.g., Concur).
• Familiarity with AI productivity tools (Microsoft Copilot, ChatGPT, or similar).

Travel

• Minimal travel may be required for meetings, training, or special events.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Occasionally lift up to 25 pounds.
• Manage office equipment and materials as needed.
• Work in office and occasional project office environments.

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 Opportunities
• 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.