Executive Assistant

Quanta Power Solutions, LLC•Hoover, AL

27d•Onsite

About The Position

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.

Requirements

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.
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).

Nice To Haves

Experience in engineering, construction, EPC, industrial, utility, or technical environments preferred.
Experience with meeting coordination, travel management, expense reporting, and purchasing processes preferred.

Responsibilities

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.