Administrative Assistant

At Wärtsilä, we're shaping the future of sustainable energy and helping our customers move toward a cleaner, more reliable power system.

Region North is growing. We're expanding our presence, building stronger customer partnerships and delivering more complex energy solutions. We're looking for an organized, proactive and service-minded Administrative Assistant to help our leaders and teams stay focused on delivering results for customers.

You'll report to the Energy Business Director (EBD), Region North, and be their main administrative support. You'll also support the wider Region North leadership team with travel, expenses, meeting logistics and special projects.

The role is hybrid in our Fort Lauderdale or Houston office. You may sometimes need to come in more often for customer visits, leadership meetings or team activities.

What you will do

Leadership support

• Be the main administrative contact for the Energy Business Director, Region North.


• Manage calendars, schedule meetings across time zones and prioritize requests.


• Prepare agendas, take meeting minutes and track follow-up actions.


• Support business reviews, planning activities and leadership initiatives.


• Help prepare presentations and internal communications.

Meetings and events

• Organize virtual and in-person meetings, workshops and Region North Management Team meetings.


• Coordinate customer visits, including meeting materials, visit plans and briefing information.


• Support industry conferences and external events, including registration, travel and logistics.


• Keep Microsoft Teams and SharePoint collaboration spaces up to date.

Travel and expenses

• Arrange domestic and international travel for the EBD and other Region North leaders.


• Handle travel itineraries, logistics and any last-minute changes.


• Process expense reports in line with company policy.

Talent and onboarding

• Schedule candidate interviews across multiple calendars and time zones.


• Support onboarding for new employees, including equipment, system access and welcome materials.

Office and administrative support

• Provide administrative support to team members.


• Coordinate office moves, space planning, supplies, equipment and team events.


• Maintain distribution lists, aliases and shared resources.


• Help create a positive and productive office environment.

Data and reporting

• Collect, organize and share business information and reports.


• Support data quality reviews, CRM updates and Excel-based reporting.

What you will bring

• 5+ years of administrative experience, ideally supporting leaders in a multinational company.


• A bachelor's degree or equivalent experience.


• Strong organization and time-management skills.


• Clear written and verbal communication skills in English.


• Discretion when handling confidential information.


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  Advanced Microsoft Office skills and comfort with AI-driven tools and Microsoft Tools (Outlook, PowerPoint, Word, Excel, SharePoint and OneDrive).
  
  


• Experience with SAP, Concur or Salesforce is a plus.


• A proactive, solution-focused attitude and attention to detail.

What we offer

• A key support role in a growing region of a global energy leader.


• Exposure to leadership, customers and international stakeholders.


• A hybrid way of working.


• Opportunities to learn, take on new challenges and grow with the business.


• Competitive compensation and benefits.

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

Discover Wärtsilä and join us in enabling sustainable societies through innovation in technology and services.