Executive Assistant

3 weeks ago

Houston, United States Wartsila Oyj Abp Full time

Wärtsilä Energy leads the transition towards a 100% renewable energy future. We help our partners to accelerate their decarbonisation journeys through our market-leading technologies and power system modelling expertise. These cover decarbonisation services, future-fuel enabled balancing power plants, hybrid solutions, energy storage and optimisation technology, including the GEMS Digital Energy Platform.

Did you know Wärtsilä has delivered 76 GW of power plant capacity and more 110 energy storage systems in 180 countries around the world?

In this fast changing world of energy, we are constantly on the lookout for future-oriented talent to join our team and to work towards enabling sustainable societies through innovation in technology and services - together. Want to join the ride?

Wärtsilä's is looking for an Executive Assistant supporting our Energy Business AMER. The ideal candidate will be a self-starter that can work independently and thrive in a fast paced, constantly changing environment while the company grows and develops with the industry.

Qualified candidates will assist effectively in all office and administrative duties. Qualified candidates will bring added value to the position by acting independently and managing their own work to maximize effectiveness for those that they support and provide accurate, timely and effective service. They will create a positive, can-do spirit for both internal and external customers. The preferred location for this position is Wärtsilä's location in Houston, Texas.

Job Overview:

As an Executive Assistant, you will possess stellar interpersonal skills, a positive can-do attitude, initiative, good judgment, common sense, the ability to maintain confidentiality, set priorities, effectively manage ambiguity and handle multiple tasks simultaneously for multiple executives. The ideal candidate should have a strong customer service approach, be self-confident and self-directed, have strong written and verbal communication skills. The ability to react with appropriate urgency to situations and events that require quick response or turnaround is a must. Qualified candidates should have a proven track record of proactively managing multiple calendars at the executive level, be able to shift directions/be flexible in changing situations and be able to prioritize incoming work.

The ideal candidate has a Bachelor's degree and 10 years of experience supporting multilple "C" suite exectives within a multinational organization.

As a Executive Assistant, you will focus on these responsibilities:

* Based on candidates competencies, assist marketing team with AMER marketing events and support AMER strategic initiatives.
* Executive-level interfaces within the organization and across the company.
* Proactively manage multiple calendars, making decisions on behalf to prioritize calendar requests based on shifting business priorities to ensure accurate scheduling and appropriate allocation of time.
* Assume control of all expense reporting for the executive team.
* Coordination of internal and external meetings working with various people within the organization and External Partners.
* Arrange agendas, take notes, and follow up on action items from team meetings
* Manage domestic and international travel plans and agendas
* Provide Administrative support for multiple team members. Some examples are, but not limited to: space planning, maintain team aliases, assist with onboard new employees, coordinate office moves, order supplies, maintain equipment, coordinate and execute team morale events Hiring & Headcount management & requests.
* Plan, budget and organize team-building activities including all-hand meetings, off-site. meetings, company picnics, company holiday parties, project success ceremonies and employee rewards.
* Organize recruiting efforts including out-of-town candidate accommodations and candidate interviews.
* Work with facility management to oversee general office operations, enforce office security and safety regulations, conduct budgeting and planning activities of facility maintenance and improvements. Work with facility managers and oversee the implementation of facility plans.
* Conduct procurements of office suppliers and equipment and maintain proper stock levels.
* When requested, research, collect and analyze data for various members of the management team.
* Assist executive team members with immigration issues related to travel, training and visitors.
* All other duties as assigned.

To be successful in this role, we expect you to have:

* Bachelor's degree or equivalent experience.
* 3 to 10 years previous experience supporting "C" suite executives within a large multinational organization supporting multiple executives.
* Must be highly organized.
* Exceptional communication skills, verbal and written in English. Spanish is a plus.
* Expert level with Microsoft Office products.
* Previous experience with SAP and Concur a plus.
* Previous experience in a multinational company is a plus
* Preferred location: Houston, TX, USA.

Physical/Environmental Requirements:

* Must be able to walk and stand approximately 30 to 50%.
* Must be able to lift 10 to 15lbs on an occasional basis.
* Environment - Generally quiet office environment, low noise.
* Exposure - Limited to none, exposure to dangerous chemicals or hazardous work environment.

Last application date: 24/05/2024

At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities.

This is Wärtsilä

Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 17,800 professionals, in more than 280 locations in 79 countries, shape the decarbonisation transformation of our industries across the globe. Read more on

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