Executive Assistant

Quanta Power Solutions; Birmingham (AL); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Weekly Pay

401(k) Retirement Plan

Holiday Pay

Paid Time Off (PTO)

Comprehensive Health Coverage

Pet Insurance

Employee Assistance Program (EAP)

Professional Development Opportunities

Tuition Assistance

Employee Discount Program

Job summary

Quanta Power Solutions is seeking an organized and proactive Executive Assistant to provide executive, administrative, and operational support to Vice Presidents and leadership teams. This role coordinates schedules, manages communications, handles confidential information, and supports day-to-day operations to keep business initiatives on track.

You will organize meetings, prepare materials, and assist with contracts, compliance, and reporting.

Qualifications

• 7–10+ years of progressive executive or administrative support experience.
• Experience supporting Vice Presidents, senior managers, or leadership teams.
• Experience in engineering, construction, EPC, industrial, or technical environments preferred.
• Proven ability to manage calendars, travel, expenses, and confidential information.

Responsibilities

• Provide executive support to VP(s) and leadership, including calendar management and meeting coordination.
• Organize internal and external meetings with agendas, materials, and action tracking.
• Coordinate training, events, and leadership activities; arrange executive travel.
• Maintain confidential records, prepare reports, and support governance materials.
• Track approvals, deadlines, and contracts; manage distribution of sensitive information.
• Monitor timesheets, assist with workforce data, and support budgeting and procurement.
• Prepare presentations, dashboards, and executive summaries for leadership.

Skills

Calendar management

Meeting coordination

Travel management

Confidentiality & discretion

Communication

Education

Associate's degree in Business Administration or related field

Equivalent experience accepted

Tools

Microsoft Office Suite

SharePoint

Adobe Acrobat

ERP systems (JD Edwards, Oracle, SAP)

Concur

AI productivity tools (Copilot, ChatGPT)

Job description

About Us

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.

About Us

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 a highly organized and proactive Executive Assistant to provide executive, administrative, and operational support to Vice Presidents and departmental leadership 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.

What You’ll Do

Executive & Administrative Support

• Provide executive support to Vice Presidents and 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, executive travel arrangements, and leadership events.
• Maintain departmental records, files, and documentation while ensuring accuracy, confidentiality, and proper record retention.
• Prepare executive correspondence, presentations, reports, and briefing materials for leadership meetings and business initiatives.

Legal, Compliance & Executive Support

• Support Vice Presidents with contract administration activities, document tracking, approval workflows, and coordination with internal stakeholders.
• Assist with the preparation, organization, and distribution of confidential business, legal, compliance, and governance-related materials.
• Track executive approvals, key deadlines, and follow-up actions related to contracts, compliance initiatives, audits, and leadership priorities.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.

Timekeeping & Workforce Support

• 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.

Expense & Procurement Administration

• 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.

Reporting & Documentation

• 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.

Technology & Process Support

• 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 executive support effectiveness.

What You’ll Bring

Education & Experience

• Associate's degree in Business Administration, Office Administration, Communications, or related field preferred (or equivalent experience).
• 7-10+ years of progressive executive or administrative support experience required.
• Experience supporting Vice Presidents, senior managers, directors, executives, or leadership teams required.
• Experience in engineering, construction, EPC, industrial, utility, legal, compliance, or technical environments preferred.
• Experience with meeting coordination, travel management, expense reporting, purchasing processes, and executive support preferred.

Software Proficiency

• 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).

Travel

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

Physical Requirements

• 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.

What You’ll Get

• Competitive Compensation
• Weekly Pay
• 401(k) Retirement Plan
• Holiday Pay
• Paid Time Off (PTO)
• Comprehensive Health Coverage
• Pet Insurance
• Employee Assistance Program (EAP)
• Professional Development Opportunities
• Tuition Assistance
• 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.