Executive Assistant

Wärtsilä • Full Time • Remote (Fort Lauderdale, FL, US) • $70k - $85k / year • 6d ago

About Us:

Wärtsilä is a global leader in smart technologies and complete lifecycle solutions for the marine and energy markets. With a strong commitment to innovation and sustainability, we strive to optimize the environmental and economic performance of our customers' vessels and power plants. Our diverse and inclusive work environment fosters creativity and collaboration, providing employees with opportunities for professional growth and development. By joining Wärtsilä, you will be part of a forward-thinking team dedicated to shaping the future of the maritime and energy industries. We invite you to explore the exciting career opportunities that await you at Wärtsilä.

About the job:

This position requires a person with outstanding interpersonal skills, a positive can-do attitude, initiative, good judgment, analytical skills, and work with confidential information. This role also requires the right profile and skills to be able to handle multiple tasks simultaneously for multiple executives of WNA.

The ideal candidate should have a strong customer service approach, be self-directed, have advanced written, and verbal communication skills, and the ability to handle situations with a sense of urgency in a time sensitive environment.

This is a full time in-office position, based in our Ft. Lauderdale, FL office.

Job Duties:

· Provide administrative support for overall business operations (Marine and Energy), supporting in the execution of selected strategic business initiatives, PowerPoint preparation, minutes, and update of email distribution lists.

· Support members (Sales, FICO, Operations and Legal) in the in the overall administrative tasks when needed.

· Support the Director of US HR in the execution of local US personnel matters: onboarding process of new personnel, assisting with various HR initiatives including but not limited to My Voice, Wellbeing, Recognition, Diversity & Inclusion & Social Responsibility, Coffee Talks, and acting as an ambassador of local HR activities within the US.

· Manage relationship with selected external partners that are critical for local and MyVoice Activities (such as CA-short – for Recognition; Tree of Angels with Jack & Jill Children’s Center; Harry & Davis for Holiday Gifts; Mercedes Benz for Corporate Run, among others).

· Support the Communications Manager on local communications and management of the Compass Wartsila page, LinkedIn postings, Yammer and other social media.

· Cooperate with facility management team aiming to keep ideal office environment conditions for all employees.

· Establish and maintain good Executive-level interactions within Wärtsilä global organization.

· Proactively manage multiple calendars, making decisions on behalf of the Managing Director to prioritize calendar requests based on shifting business priorities.

· Coordination of internal and external meetings, supporting with overall arrangements and doing the minutes of the meetings when requested.

· Support the US team in the coordination of travel plans as needed, mainly when travel changes are required.

· When requested, research, collect and analyze data for members of the management team.

· Assist with immigration related topics

· All other duties assigned by management and aligned with MD of WNA.

· Assist effectively in all office and administrative duties.

· Bring added value to the position by acting independently and managing your own work to maximize effectiveness for those that you support.

· Create a positive, can-do spirit for both internal and external customers.

Qualifications and Previous Experience:

· 8 to 10 years previous experience supporting executives within a large multi-national organization supporting multiple executives.

· Bachelor’s degree or equivalent experience

· Ability to build business relationships across all organizational levels

· Multi-lingual, Spanish/English and or Portuguese a plus

· Must have excellent Project Management skills

· Must be highly organized and demonstrate the ability to work independently

· Collaboration with all teams, aiming to support proper communication and positive teamwork environment

· Proactively coordination and execution of team morale events

· Exceptional communication skills, verbal and written

· Expert level with Microsoft Office products (MS Teams is a must)

· Previous experience with SAP a plus

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 (office environment)

· Environment – Generally quiet office environment, low noise

· Exposure – Limited to none, exposure to dangerous chemicals or hazardous work environment.

Travel Requirements:

This position requires a 10% travel commitment, encompassing both domestic and international, including onshore and offshore locations. The role demands adaptability to varying travel demands, with an expectation of extended periods away from the primary work location. Prospective candidates should be prepared to fulfill these travel obligations as an integral aspect of the position's responsibilities.

Why you and us

You will be a part of a global organization with local presence and work in an exciting and dynamic working environment with highly motivated and skilled co-workers. We offer interesting and challenging work tasks, as well as personal and professional development in a great team.

If you feel excited by being a part of this working environment and think your personal skills and qualities match the job requirements, we look forward to receiving your job application. Successful applicant must be authorized to work in the USA without sponsorship. Salary range is $70,000 - $85,000, depending on experience and education. The amounts listed are the base pay range; additional compensation may be available for this role, such as shift differentials, standby/on-call, overtime, premiums, extra shift incentives, or bonus opportunities. Eligibility to participate in: the discretionary incentive plan assigned to the level of position upon offer of employment; medical, dental and vision coverage, 401(k) plan and flexible spending accounts, subject to plan terms; Company-paid benefits such as life insurance, short- and long-term disability, subject to applicable waiting periods. Paid time off (PTO) is accrued on a per-pay period basis in accordance with tenure in the Company; a new hire can expect 17 days per year. Twelve (12) Company-paid holidays.

Wärtsilä North America values our employees. We offer a competitive salary and comprehensive benefits package. Wärtsilä North America is an EOE/AA employer

Job Type: Full-time

Pay: $70,000.00 - $85,000.00 per year

Benefits: