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Executive Assistant

4 months ago

Houston, United States Quanta Services Management Partnership Full time

About Us:
Every moment of every day, people around the world rely on the energy they access through infrastructure built by Quanta. Comprising the largest skilled-labor force in North America, our employees are highly skilled and innovative, continually working to connect people and power. We’re building the infrastructure that supports the energy transition, and there are more opportunities than ever to be part of our team. Join us and build your career building a brighter future.

Imagine what you could do here. We encourage, inspire, and support our people to seize opportunities in our corporate office and with hundreds of our operating companies worldwide that provide solutions for the utility, renewable energy, electric power, industrial, and communications industries.

Quanta actively promotes and maintains a culture of belonging where all employees can be themselves, live their values, and find opportunities to succeed. When you join our team, you join a dynamic organization in which career development is encouraged, excellence is rewarded, and diversity is prized. Come find out how our people power modern life.

About this Role:
**POSITION OVERVIEW**:
Assists department with all functions of daily operations, including screening calls, coordinating travel arrangements, processing expense reports, maintaining calendars, working with internal and external team members and scheduling meetings.

What You'll Do:
**ESSENTIAL JOB SKILLS/DUTIES**:

- Provides IT department with administrative support.
- Provides executive admin support to VP of IT and 3 of his direct supports, plus 37 team members.
- Advanced Outlook calendaring skills to manage executive calendars including making appointments and prioritizing the most sensitive matters to ensure the most efficient us of executives’ time.
- Welcomes visitors and identifies the purpose of their visit before directing them to the appropriate department. Determines whether they should be given access to specific individuals.
- Works with the hiring manager to ensure employees first day is productive. Executing Service Now requests timely for laptop, access to systems, building badge, office space and providing directions and first day instructions, etc.
- Reviews, codes and routes for approval all expense reports for IT departments. Including tracking management approvals.
- Approves Purchase Order and invoices on behalf of Executives (OBO) in JDE and TAP.
- Works collaboratively and coordinates with other Executive and Administrative Assistants for cross team coverage. as well.
- Organizes internal and external vendor meetings, including scheduling, sending reminders, and organizing catering, when necessary. Plans departmental events and meetings during the year. i.e. bi monthly All Hands, Management meetings, annual IT conference and bi-annual OpU New IT Leader training
- Supports all office staff (37) in administrative needs such as ordering supplies and maintaining meeting spaces, ensuring printers are functioning and have paper/toner, conference rooms are equipped with working markers, pens, etc.
- Coordinates with various departments and assists with drafting of presentations, ensuring materials are completed, organized and reviewed.
- Files and retrieves corporate documents, records and reports.
- Handles shipping and receiving as needed for IT Department.
- Adheres to internal standards, policies and procedures.
- Performs other duties as assigned.

What You'll Bring:
**EDUCATION AND EXPERIENCE**:
**Required Education and Experience**
- Minimum 10 years of relevant experience

**Preferred Education and Experience**
- N/A
- Choose an item.

**LICENSES / CERTIFICATIONS**:
**Required Licenses/Certifications**
- N/A

**Preferred Licenses/Certifications**
- N/A

**SUPERVISORY RESPONSIBILITIES**:
**Supervises others**: No

**Has hiring and terminating responsibilities**: No

**Number of employees report to this job**: None

**TRAVEL REQUIREMENTS**:
Travels: No

Percent of time: Choose an item.

Overnight required: No

**PHYSICAL DEMANDS**:
If one-third of the time - “seldom” or “occasionally” If one-third to two-thirds of the time or more occasionally to frequently” If more than two-thirds of the time - “constantly”]
- Stationary Position - Seldom
- Pushing/Pulling/Reaching - Seldom
- Climb - Seldom
- Kneel - Seldom
- Grab - Seldom
- Bend - Seldom
- Lift/carry over - 10 - 30 LBS
- Vision - 20/20 Corrected Vision
- Hearing - Receive detailed information if spoken to

**WORKING CONDITIONS**:

- Wet or Humid - Seldom
- Working near or on moving mechanical parts - Seldom
- Working near or on heavy machinery - Seldom
- Working in high places - Seldom
- Exposed to fumes or airborne particles - Seldom
- Exposed to toxic or caustic chemicals - N/A
- Frequency of working in outdoor weather conditions - Seldom
- Work with Electricity - Seldom
- Work with explosives - N/A
- Work on or near a source of radiation - N/A
- Loud noise conditions (above 8