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.

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…