Administrative Assistant AI Automation

Administrative Assistant AI Automation

Company: Meta Power Solutions

Location: In Person, 11400 Jog Road, Suite 200, Palm Beach Gardens, Florida

Meta Power Solutions is a dynamic and growing organization committed to delivering innovative power and energy solutions to our clients. We pride ourselves on a collaborative work environment, operational excellence, and a customer-first approach. We are seeking a highly organized, detail-oriented, and motivated Administrative Assistant / Sales Coordinator to join our team and support our sales and administrative operations.

Position Summary

The AI Administrative Assistant at Meta Power Solutions is a next-generation administrative role that leverages artificial intelligence tools, automation platforms, and smart technologies to streamline operations, support the sales team, and enhance organizational efficiency. This individual will be responsible for deploying, managing, and optimizing AI-powered tools and workflows to handle a wide range of administrative and sales coordination functions. The ideal candidate bridges the gap between traditional administrative expertise and modern AI technology, serving as a digital operations champion within the organization.

Key Responsibilities

AI Tools Management & Automation

• Deploy and manage AIpowered administrative tools including virtual assistants, chatbots, and automation platforms (e.g., ChatGPT, Microsoft Copilot, Zapier, Make.com, etc.)
• Design and implement automated workflows to reduce manual tasks across departments
• Leverage AI tools to draft, proofread, and optimize business correspondence, reports, proposals, and presentations
• Utilize AI scheduling assistants to manage calendars, meetings, travel arrangements, and appointments
• Continuously evaluate and recommend new AI tools and technologies to improve operational efficiency
• Train and support staff in the adoption and effective use of AIpowered tools and platforms
• Monitor AI system performance and troubleshoot issues as they arise
• Stay current with emerging AI technologies, trends, and best practices relevant to business operations

AI Tools Management & Automation

• Deploy and manage AIpowered administrative tools including virtual assistants, chatbots, and automation platforms (e.g., ChatGPT, Microsoft Copilot, Zapier, Make.com, etc.)
• Design and implement automated workflows to reduce manual tasks across departments
• Leverage AI tools to draft, proofread, and optimize business correspondence, reports, proposals, and presentations
• Utilize AI scheduling assistants to manage calendars, meetings, travel arrangements, and appointments
• Continuously evaluate and recommend new AI tools and technologies to improve operational efficiency
• Train and support staff in the adoption and effective use of AIpowered tools and platforms
• Monitor AI system performance and troubleshoot issues as they arise
• Stay current with emerging AI technologies, trends, and best practices relevant to business operations

Project & Operations Support

• Assist in coordinating project timelines, deliverables, and status updates
• Track project milestones and communicate progress to relevant stakeholders
• Support operational efficiency by identifying and recommending process improvements
• Use of Asana, Salesforce and other tools as required to accomplish tasks.

Assist in the preparation and management of department budgets and expenditures

Qualifications & Requirements

Education

• Bachelor's degree in Business Administration, Information Technology, Computer Science, Data Analytics, or a related field preferred
• Certifications in AI tools, automation platforms, or digital transformation are highly desirable
• Equivalent combination of education and relevant experience will be considered

Experience

• Minimum 24 years of experience in an administrative, technology, or coordination role
• Experience in the energy, power, electrical, or technical industry is a plus
• Prior experience with CRM platforms (Salesforce) preferred

Skills & Competencies

• Exceptional organizational and multitasking abilities with strong attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
• Ability to manage competing priorities and meet deadlines in a fastpaced environment
• Strong interpersonal skills with a professional and customerfocused demeanor
• Ability to work independently as well as collaboratively within a team
• Strong analytical and problemsolving skills
• Discretion and professionalism in handling confidential information
• Basic understanding of sales processes and customer relationship management
• Familiarity with project management tools (Asana) is a plus

Physical Requirements

Primarily a sedentary, office-based role

• Ability to sit for extended periods and work at a computer workstation
• Occasional lifting of office materials up to 25 lbs
• May require occasional travel for meetings, trade shows, or client visits

Core Values We Look For

• Integrity Honest and transparent in all interactions
• Accountability Ownership of responsibilities and outcomes
• Teamwork Collaborative and supportive of colleagues
• Excellence Commitment to quality in all work performed
• Innovation Willingness to suggest and embrace new ideas

Benefits:

• Competitive salary commensurate with experience
• Comprehensive health insurance coverage
• Paid time off and holidays
• Opportunities for professional development and growth
• Collaborative and supportive work environment

If you are a motivated individual with a passion for providing exceptional administrative support, we invite you to apply for the position of Administrative Assistant/Receptionist at Meta Power Solutions. Join our team and be a part of our commitment to excellence and innovation. Apply today!

Meta Power Solutions is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to providing a work environment that is inclusive and free of bias, where all individuals are treated with respect and dignity. Employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

About Meta Power Solutions

Power Up your career at MPS! If you have a background in Electrical Engineering, low voltage switchboards, transformers or substations, we want to hear from you! MPS is a leading manufacturer of oil-filled power and distribution transformers in North America. We design and build a variety of standard and custom transformers. The industries we serve include utilities, oil and gas, mining, commercial construction, solar systems, and bitcoin mining. Meta Power Solutions is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to providing a work environment that is inclusive and free of bias, where all individuals are treated with respect and dignity. Employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.