Administrative Skills, Aviation Industry, Business Operations, Calendar Management, Commissioning, Communication Skills, Conference Management, Corporate Compliance, Corporate Policies, Cross-Functional, Data Analysis, Data Collection, Decision Support, Documentation, Electronic Design, Employee Assistance Plan, Energy Performance Certificate (EPC), Executive Assistant Skills , Expense Management, Expense Reports, Financial Operations, Information Technology & Information Systems, Infrastructure Construction, Leadership, Logistics, Mail Processing, Maintain Compliance, Manage Agenda, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Management, Onboarding, Operational Strategy, Operational Support, Operations Planning, Plan Meetings, Power Generation, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Coordination, Reimbursement, Security Protocols, Team Building, Team Lead/Manager, Travel Planning, Tuition Fees, Willing to Travel, Writing Skills
Quanta Power Solutions brings together the industry-leading capabilities and resources of Quanta's operating companies to deliver complete EPC solutions. Our integrated approach spans power generation, battery energy storage, renewables, transmission, substation, and underground infrastructure — from concept to commissioning, we execute complex power infrastructure projects with the speed, certainty, and operational excellence our customers depend on.
At Quanta Power Solutions, we are driven by a culture of safety, integrity, and disciplined execution — and we're building a team that shares that commitment.
About this Role:
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.
What You'll Do:
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 same level of discretion and professionalism applied to all executive matters.
What You'll Bring:
Qualifications
Required Qualifications
- 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
Preferred Qualifications
- 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
What You'll Get:
- Comprehensive Health Coverage
- Employee Assistance Program (EAP)
- Employee Discount Program
Equal Opportunity Employer:
All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.
We are an Equal Opportunity Employer, including disability and protected veteran status.
We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.