Executive Administrative Assistant (Lake Mary, FL)

Power Your Future with Qualus as an Executive Administrative Assistant. This individual is responsible for providing high-level administrative support to our Chief Executive Officer (CEO) and our Chief Financial Officer (CFO) as well as managing administrative office activities as needed. This includes managing calendars, making travel arrangements, and preparing presentations and expense reports. This role is a key position working directly with our Executives and all Company departments and requires a high degree of professionalism, organization, and communication. To be successful in this role, you should be well-organized, have great time management skills and be an outstanding communicator.

Provide high-level, confidential, diversified administrative support to CEO and CFO.
• Confidential administrative support to include but not limited to drafting letters, emails, memos, presentations, and reports.
• Provide sophisticated calendar management to executive leadership; prioritize inquiries and requests while troubleshooting conflicts with little guidance; make independent judgments and recommendations to ensure smooth day-to-day engagements.
• Plan, coordinate and ensure schedules are followed and respected; confirm appointments and meetings in advance.
• Arrange, schedule, and set up conference calls and meetings.
• Create presentations and other meeting materials using various software.
• Research, prioritize, and follow-up on incoming issues and concerns; at times, assist in the appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the executives and leadership, demonstrating leadership to maintain credibility, trust, and support with all staff.
• Demonstrate professionalism and courtesy in representing the CEO and CFO through interaction with internal and external colleagues, vendors, and partners.
• Work closely and effectively with the CEO and CFO to inform them of upcoming commitments and responsibilities, following up appropriately.
• Manage project planning efforts for effective events and activities. Leads event planning efforts as directed. This includes meetings, networking events, company dinners, annual company-wide or regional meetings.
• Maintain/update org charts.
• Plan Executive's involvement, including off-site high-level visits, involving the management of critical logistics, such as developing schedules or preparing meetings, arranging facilities, IT support, caterers, issuing information and invitations, and working alongside other internal departments as needed.
• Acts as project manager for special projects, at the request of the executives, which may include planning and coordinating multiple presentations, disseminating information, coordinating schedules.
• Designs high level correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Assist with general office administration duties including some office supply management, ensuring food and beverage is ordered and stocked for meetings.

Other:

• Work with other administrative staff to coordinate meetings and projects.
• Effectively collaborate and communicate with others; demonstrate a desire to be part of a team.
• Exercise sound judgment and an appropriate sense of urgency.
• Complete other projects as assigned

• 7+ years' experience supporting C suite level Executives.
• Bachelor's degree preferred.
• 10+ years' experience with calendar management, arranging travel and meeting coordination.
• Exceptional attention to detail.
• Mastery of MS Office products.
• Strong organizational skills with the ability to multi-task and meet commitments.
• Strong interpersonal skills and the ability to build relationships with internal and external staff and people outside the organization.
• Proven track record of providing outstanding customer service with a professional, tactful demeanor.
• Forward thinking: someone who actively seeks opportunities and solutions.
• Uncompromised commitment to the highest level of confidentiality and sensitivity to privacy in all aspects.
• The ability to multi-task and work with challenging issues, while establishing and meeting deadlines.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Travel may be required.

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Qualus is a leading pure-play power services firm and innovator at the forefront of the energy transition and transformation, with differentiated capabilities across grid modernization, resiliency, security, and sustainability. The firm partners with utilities, commercial, industrial, data center, and government clients, and renewable and energy storage developers, offering comprehensive solutions through boutique and integrated advisory, planning, engineering, digital solutions, program management, and specialized field services. Qualus also provides software and technology enabled services and develops breakthrough solutions for critical power industry challenges such as distributed and variable resource integration, emergency management, and secure data exchange. The firm has nearly 1,600 professionals, with offices throughout the U.S. and Canada.

It is the policy of Qualus to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex, age, national origin, sexual orientation, gender identity, disability, veteran status, or any other characteristic protected by state or federal law. We embrace the diversity of our workforce, are strongly committed to this policy, and believe in the concept and spirit of the law.

Qualus is committed to assuring that:

All recruiting, hiring, training, promotion, compensation, benefits, and other employment-related programs are provided to all persons on an equal opportunity basis without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity, disability, veteran status, and any other characteristic protected by state or federal law.

All personnel actions such as demotions, transfers, leaves of absence and other forms of leave, layoffs, recalls, training, and participation in social and recreational programs are administered without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity, disability, veteran status, or any other characteristic protected by state or federal law.

All employment decisions are based only on valid job requirements.

The Company will take affirmative action regarding the employment of applicants and employees.

Applicants and employees shall not be subject to harassment, intimidation, threats, coercion, discrimination, or retaliation because they have engaged in any of the following activities: filing a complaint with any local, state, or federal agency; assisting or participating in any investigation, compliance evaluation, hearing, or other activity related to the administration of the provisions of any local, state, or federal law, rule or regulation, including affirmative action or equal opportunity laws; opposing any act or practice made unlawful by the provisions of any local, state or federal law, rule, or regulation, including, affirmative action or equal opportunity laws; exercising any right protected by any state or federal affirmative action or equal opportunity law. Among the affirmative action laws noted here are Executive Order 11246, the Vietnam Era Veterans Readjustment Assistance Act, and Section 503 of the Rehabilitation Act of 1973.

Human Resources has the responsibility for monitoring the Company's equal opportunity and affirmative action practices. Department heads are responsible for assuring full compliance with this policy in their respective areas. All employees are responsible for supporting the concepts of equal opportunity and affirmative action, and for assisting the Company in meeting its objectives in these areas.

Qualus maintains affirmative action plans (AAPs) for minorities, women, veterans, and individuals with disabilities. Qualus has programs in place to measure the effectiveness of the Company's affirmative action programs and to otherwise evaluate the Company's efforts to provide equal opportunity and affirmative action to employees and applicants. Any questions regarding the Company's AAPs are to be directed to Human Resources. Those who wish to view the AAP narrative for individuals with disabilities and veterans, contact the Human Resources department during normal working hours.