Executive Administrative AssistantQuanta 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 DoExecutive Calendar & Priority ManagementOwn the President's calendar end-to-end, managing competing demands with a forward-looking view weeks and months in advanceProactively identify and resolve scheduling conflicts, aligning commitments with business objectives without requiring executive directionServe as gatekeeper and first point of contact for all inbound communications to the executive office, triaging and escalating with sound judgmentTravel & Logistics CoordinationManage all domestic and international travel, including extensive private aviation coordination – scheduling flights, FBO logistics, ground transportation, customs documentation, and real-time itinerary adjustmentsDevelop comprehensive travel itineraries that account for business objectives, time zones, security protocols, and last-minute changesServe as the primary point of contact during executive travel to resolve logistical issues in real timeManage expense reporting and reimbursements in compliance with company policyCommunications & Stakeholder EngagementDraft, review, and manage executive correspondence with internal and external stakeholders, including board members, customers, investors, and senior leadershipAct as a delegated representative of the President in communications, exercising judgment within established authorityCoordinate responses to surveys, media inquiries, and formal information requests on behalf of the executive officeMeeting & Event FacilitationOrganize and facilitate meetings with internal leadership, board members, customers, and external executivesPrepare thorough briefing packages prior to key engagements – including company profiles, attendee backgrounds, talking points, and relevant financial or operational contextDevelop agendas, presentations, and supporting materials; manage follow-up action tracking and accountabilityPlan and execute conferences, leadership meetings, planning sessions, and other executive engagements in collaboration with cross-functional teamsExecutive Office OperationsMonitor and manage the President's email, drafting responses and preparing weekly planning documents to ensure continuity and anticipation of prioritiesTrack commitments and action items made by the executive across meetings, travel, and engagements, providing follow-up accountability without promptingDesign and maintain electronic and physical filing systems for corporate documents, records, and executive materialsSupport board-level coordination, including logistics, materials preparation, and liaison with the corporate secretary or General Counsel's office as neededSupport onboarding of new department hires as neededEnsure adherence to internal standards, policies, and proceduresResearch & Decision SupportResearch, compile, and analyze data to support executive decision-making and operational planningLead and coordinate special projects and executive initiatives in support of operational objectivesExecutive Support – Professional & PersonalIn 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 BringQualificationsRequired QualificationsBachelor's degree strongly preferred; equivalent professional experience considered8+ years of experience providing administrative support to C-Suite executives, with demonstrated experience supporting a President, CEO, or equivalentExceptional written and verbal communication skills, including the ability to draft executive-level correspondence independentlyAdvanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and digital collaboration toolsDemonstrated ability to exercise independent judgment in ambiguous and fast-moving situationsHigh emotional intelligence and polished professional presence when interfacing with board members, customers, and senior executivesAbsolute discretion and confidentiality across all matters – financial, personnel, strategic, operational, and personalAbility to manage multiple high priority demands simultaneously without loss of quality or composurePreferred QualificationsExperience supporting executives with private aviation travel and complex, multi-leg international itinerariesBackground in energy, infrastructure, construction, utilities, or related industriesExperience interfacing with boards of directors, executive committees, and external stakeholders at the enterprise levelWhat You'll GetCompetitive CompensationWeekly Pay401(k) Retirement PlanHoliday PayPaid Time Off (PTO)Comprehensive Health CoveragePet InsuranceEmployee Assistance Program (EAP)Professional DevelopmentTuition AssistanceEmployee Discount ProgramEqual Opportunity EmployerAll 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.