Executive 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 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 8-10 years of experience supporting multilple "C" suite exectives within a multinational organization. 

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

• Executive-level interfaces within the organization and across the company.
• Help manage the office environment amongst a team of Houston-based colleagues including office supplies, company branded merchandise, and similar as requested.  Ship items to team members in remote locations.  Also, assist in planning, managing, and hosting remote teams from around the world that will visit this location periodically through the year.
• Coordination of internal and external meetings with various people within the organization and External Partners in both virtual and in-person settings. This includes but not limited to; arranging customer visits at their offices or existing power plants, team meetings for Region North Management Team and the teams within this organization (monthly, quarterly or any other that the team would require), and candidate interviews (align with candidates and interviewers based on their agenda and time zone).
• Support Region North activity with industry events where Marketing is not engaged, including logistics, sponsorship details with the conference organizers, attendance planning and assistance with enrolment and travel.
• Support expense reporting for the Region North team in accordance with the Corporate Travel Policy.
• Manage domestic and international travel plans and agendas through Company travel agent as needed through close collaboration with Global colleagues, mostly in Europe.
• Proactively manage multiple calendars, making decisions on behalf of executives to prioritize calendar requests based on shifting business priorities, helping ensure accurate scheduling and appropriate allocation of time. This includes but not limited to, for meetings: Add agenda, define outcomes, provide notes of the meeting and send those including next steps or action item lists.
• Support new employee onboarding, by preparing & keeping updated, an online document of training and expectations of new team members, with expectations for new-hire's first day, week. and month, and quarter clearly outlined for the line-manager.  Actively assist in securing hardware and software access for new hires and being a resource for new employees as they join the company and become integrated into their roles.  Maintain an inventory of employee welcome kits and distribute as needed.
• Provide administrative support for multiple team members. Examples include, but not limited to: space planning, maintain team aliases in Outlook, coordinate office moves, order supplies, maintain equipment, coordinate and execute team meeting and morale events. 
• PowerPoint slide deck design and production support to EBD.
• Research, collect, analyse, and distribute data for EBD, as directed.
• Provide quality check for data entry values at direction of EBD, example: matching CRM with Excel data from BDMs. 
• Assist EBD with immigration issues related to travel, training and visitors.
• Support EBD in strategic planning process, including for example completion of planning templates from input received from team members.
• Ability to travel periodically is another requirement help in managing internal meetings or events.

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

• 8 to 10 years previous experience supporting “C” suite executives within a large multinational organization supporting executives
• College Degree preferred, but not required
• Highly organized and able to manage multiple tasks
• Exceptional communication skills, verbal and written
• Expert level with Microsoft Office products including PowerPoint, Outlook, Word, Excel, SharePoint, OneDrive, etc.
• Previous experience at an intermediate skill level with SAP, Concur, and SalesForce.com software tools is a plus.

Accountabilities:

Assist in all administrative duties within Region North Energy Business teams and assist other teams within Americas area as needed as an integral part of the larger team. Bring added value to the position by acting in a proactive and independent manner and managing personal workload to maximize effectiveness for executives and teams supported. Provide accurate, timely and effective service. Create a positive, can-do spirit for both internal and external customers.

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 www.wartsila.com. 
 

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