Administrative Coordinator
7 hours ago
Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. We are seeking an experienced Administrative Assistant to join our team in Houston.
Job Summary:The Administrative Assistant will provide end-to-end administrative support to multiple Area Managers/Directors and a team of colleagues at the local Houston office. This includes coordinating, hosting, and executing internal and external meetings, managing calendars, processing expense reports, and assisting with immigration issues related to travel and visitors.
Key Responsibilities:- Provide administrative support to Area Managers/Directors and colleagues, including coordinating meetings, managing calendars, and processing expense reports.
- Coordinate and execute internal and external meetings, including onsite employee or customer meetings, offsite customer visits, and Area Managers/Directors face-to-face quarterly meetings.
- Manage domestic and international travel and agendas through Company travel agency.
- Assist Area Managers/Directors with immigration issues related to travel, training, and visitors.
- Ability to travel periodically to help manage internal meetings or events (~25%).
- Support Area Managers/Directors activities with industry events, including logistics, sponsorship details with conference organizers, attendance planning, and assistance with enrolment and travel.
- Track, trace, and update the status of incoming and outgoing shipments.
- Create Purchase Orders and complete end-to-end process.
- Maintain area distribution lists.
- Manage company branded merchandise and employee welcome kits.
- As needed, assist with coordinating interviews for area open positions and support and document new hires onboarding process.
- Associate's degree (preferred but not required) or higher in Business Administration or similar field of study or 5+ years' experience in similar role.
- Proficient or talented in MS Office and computer proficiency.
- Skillful time management and collaboration.
- Excellent verbal and written communication skills (English required, Spanish a plus).
- Attention to detail and adapt to ever-changing business needs.
- Ability to work independently and multitask.
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.
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