Administrative Assistant

Quanta Services•Red Bluff, CA

23h•Onsite

About The Position

Quanta Aviation Services (QAS) is the administrative and organizational arm supporting four aviation companies within Quanta Services. Together, these companies operate the largest private utility helicopter fleet in the world. QAS supports the aviation group through operational coordination, safety and compliance oversight, construction and rigging support, and training that prepares both flight crews and lineworkers to safely perform helicopter-supported utility work. By providing this structure and support, Quanta Aviation Services enables each operating company to focus on safe operations, customer service, and executing complex utility and construction missions nationwide. The Administrative Assistant at Quanta Aviation Services (QAS) provides broad administrative support to office operations, serving as a key resource for the QAS safety and training team and cross-divisional stakeholders across Quanta Services. This role manages daily tasks including scheduling, correspondence, record-keeping, and LMS administration, while building trusted relationships with team members and delivering responsive, professional service to internal and external contacts. The ideal candidate is highly organized, collaborative, and committed to maintaining accurate records and supporting seamless communication throughout the organization.

Requirements

2+ years in an administrative or office support role
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with Learning Management Systems (LMS), including data entry, course creation and editing, and training roster tracking; ability to maintain accurate records across multiple user groups or locations.
Strong accuracy in data entry and record-keeping; ability to manage multiple priorities and maintain well-organized files and documentation.
Excellent interpersonal and written communication skills; ability to work effectively with staff, management, and contacts across multiple Quanta Services operating companies with a high degree of professionalism and confidentiality.
Exceptional ability to multitask, prioritize, and remain adaptable in a fast-paced, high-demand environment.

Nice To Haves

Experience supporting training programs or coordinating across multiple departments or business units is a plus.
Experience supporting multiple leaders at once.
Should be highly organized, resourceful, and proactive.
Strong problem-solving skills with the ability to pivot quickly.
Comfortable in an environment where priorities shift rapidly and flexibility is essential.
A collaborative, team-oriented approach with a positive, professional attitude.
Builds trust and effectively collaborates with team members across all levels of the organization.
Well-developed customer service abilities, including clear communication and responsiveness to internal and external stakeholders.

Responsibilities

Handle day-to-day office tasks including answering phones, managing correspondence, ordering supplies, scheduling meetings, taking meeting minutes, coordinating travel arrangements, and maintaining filing systems and records with accuracy and discretion.
Serve as the primary point of contact for internal and external inquiries; draft, review, and organize written correspondence to support timely communication between executives, staff, and outside parties across Quanta Services.
Maintain organized filing systems for training records, personnel documents, and operational files; prepare, edit, and distribute reports, presentations, and other materials as needed to support office and program operations.
Act as a point of coordination between QAS and operating companies across Quanta Services for training-related scheduling, communications, and follow-up; assist with logistics for in-person and remote training events as needed.
Provide administrative support for QAS safety functions, including coordinating safety training schedules and maintaining completion records, supporting contractor and vendor safety prequalification processes, assisting with incident and accident reporting and tracking, recording and distributing meeting minutes for safety meetings, and maintaining safety dashboards and reporting tools to ensure accurate, up-to-date information for the safety team.
Serve as the primary administrator for the Learning Management System (LMS), including inputting and updating course content, creating and editing training assignments, and tracking and maintaining accurate training rosters and completion records across Quanta Services operating companies.