Executive Assistant

Quanta Power Solutions, LLC•Hoover, AL

10d

About The Position

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.

Requirements

Bachelor’s degree strongly preferred; equivalent professional experience considered
8+ years of experience providing administrative support to C-Suite executives, with demonstrated experience supporting a President, CEO, or equivalent
Exceptional written and verbal communication skills, including the ability to draft executive-level correspondence independently
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and digital collaboration tools
Demonstrated ability to exercise independent judgment in ambiguous and fast-moving situations
High emotional intelligence and polished professional presence when interfacing with board members, customers, and senior executives
Absolute discretion and confidentiality across all matters – financial, personnel, strategic, operational, and personal
Ability to manage multiple high priority demands simultaneously without loss of quality or composure

Nice To Haves

Experience supporting executives with private aviation travel and complex, multi-leg international itineraries
Background in energy, infrastructure, construction, utilities, or related industries
Experience interfacing with boards of directors, executive committees, and external stakeholders at the enterprise level

Responsibilities

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
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
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
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
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, 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
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 same level of discretion and professionalism applied to all executive matters.