Executive Assistant

Quanta Power Solutions; Birmingham (AL); On-site; USD 52,000 - 76,000; Full time

Job summary

Quanta Power Solutions is seeking an organized Executive Assistant to provide administrative support to business leaders and departments. This role coordinates schedules, meetings, travel, and documents while maintaining confidentiality and data integrity.

The successful candidate will manage complex calendars, prepare reports and presentations, and assist with workforce planning and procurement activities. A strong command of MS Office, SharePoint, and ERP systems is essential.

Qualifications

• Progressive administrative support experience required.
• Experience supporting senior managers or executives preferred.
• Engineering/industrial environments experience preferred.

Responsibilities

• Provide administrative support to department leadership, including calendar management and meeting coordination.
• Organize meetings, agendas, materials, and action item tracking.
• Coordinate meetings, travel, training sessions, and events.
• Maintain records, files, and documentation with confidentiality.
• Monitor timesheet submissions and assist with reporting & compliance.
• Support workforce planning by tracking personnel data and resources.

Skills

Administrative experience

Communication skills

Calendar management

Education

Associate’s degree in Business Administration/Office Administration/Communications

Tools

Microsoft Office

SharePoint

Adobe Acrobat

ERP systems (JD Edwards/Oracle/SAP)

Concur

AI productivity tools (Copilot/ChatGPT)

Job description

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.

What You'll Do

Executive & Administrative Support

• 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.

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.
• Handle confidential and sensitive information with a high level of discretion and professionalism.

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 administrative 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 administrative support experience required.
• Experience supporting senior managers, directors, executives, or leadership teams required.
• Experience in engineering, construction, EPC, industrial, utility, or technical environments preferred.
• Experience with meeting coordination, travel management, expense reporting, and purchasing processes 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.