Administrative Assistant

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 79 GW of power plant capacity and more 125 energy storage installations 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?

Job Title: Administrative Assistant

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 79 GW of power plant capacity and more 125 energy storage installations 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?

The Wärtsilä Energy Business team has a vacancy for an Administrative Assistant.

Duties and Responsibilities:

• Provide end-to-end administrative support for multiple Area Managers/Directors and amongst a team of Houston-based colleagues at the local Houston office.
• Coordinate, host and execute internal and external meetings in both virtual and in-person settings
  • Onsite employee or customer meetings
  • Offsite customer visits at their offices
  • At existing power plants
  • Area Managers/Directors face-to-face quarterly meetings (onsite or offsite)
• Execute the process for all meeting types not limited to:
  • Create agendas and design PowerPoint presentations, document meeting minutes, define outcomes, research, collect, analyze, and distribute data, manage action items
  • Book meeting rooms for colleagues and arranging meeting schedules
  • Welcoming/guide visitors
  • Organize security clearance
• Proactively manage multiple calendars, making decisions on behalf of Area Managers/Directors to prioritize calendar requests based on shifting business priorities
• Process expense reporting for Area Managers/Directors in accordance with the Corporate Travel Policy
• 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 where Marketing is not engaged, including logistics, sponsorship details with the 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
  • Maintain and upkeep onboarding/training documents
  • Secure hardware and software access
• Order/maintain supplies and IT equipment

Desired Education/Experience

• 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 everchanging business needs
• Ability to work independently and multitask

Last application date: 15/11/2024 

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 www.wartsila.com. 

Last application date: 15/11/2024 

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 www.wartsila.com.