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.

• 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.
• 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.

• 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.

• 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.

• 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.

• 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.

• 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).

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

• 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.