Senior Administrative Assistant

Quanta Power Solutions, LLC; Birmingham (AL); On-site; USD 42,000 - 64,000; Full time

Job summary

Quanta Power Solutions is seeking a highly organized Senior Administrative Assistant to support business leaders and teams in Birmingham, AL. The role focuses on calendar management, meeting coordination, travel planning, expense processing, and documentation control.

You will collaborate with executives, coordinate schedules, assist with workforce reporting, and leverage AI productivity tools to improve workflows while maintaining confidentiality and professionalism.

Qualifications

• 7–10+ years of progressive administrative support experience.
• Experience supporting senior managers or leadership teams.
• 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 calendar management and meeting coordination.
• Organize internal meetings, trainings, workshops, and travel arrangements.
• Maintain departmental records, files, and documentation with confidentiality.
• Prepare reports, presentations, spreadsheets, and departmental summaries; support leadership reporting needs.
• Utilize Microsoft Office, Teams, and SharePoint to manage documents and enable collaboration.

Skills

Executive support

Calendar management

Meeting coordination

Timekeeping & reporting

Travel coordination

Confidentiality

AI productivity tools

Education

Associate’s degree in Business Administration, Office Administration, Communications, or related field

Tools

JD Edwards

Oracle

SAP

Concur

Microsoft 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.

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 Senior Administrative 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.

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.
• 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.