Executive Assistant

Wärtsilä Energy Storage & Optimization (ES&O) is the leading global energy storage optimizer. Our mission is to deliver integrated energy solutions that build a resilient, intelligent, and flexible energy infrastructure - unlocking the way to an optimized renewable future. By integrating renewables, energy management technology, and storage with traditional energy resources, we reinvent clean energy production from the largest and most complex grids to the most remote and essential microgrids. We play a key role in Wärtsilä’s vision towards a 100% renewable energy future through flexibility, reliability, and integration for a more sustainable world for us all.

 

This position requires 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-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 preferred location for this position is Herndon, VA., USA.

 

 Accountabilities:

• 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. Provide accurate, timely, and effective service. Create a positive, can-do spirit for both internal and external customers.

 

 Main Responsibilities:

• Executive-level interfaces within the org and across the company.
• Proactively manage multiple calendars, making decisions on behalf to prioritize calendar requests based on shifting business priorities to ensure accurate scheduling and appropriate allocation of time. Assume control of all expense reporting for the executive team. Coordination of internal and external meetings working with various people within the organization and External Partners.
• Manage domestic and international travel plans and agendas as needed.
• Provide Administrative support for multiple team members. Some examples are, but not limited to: space planning, maintain team aliases, assist with onboard new employees, coordinate office moves, order supplies, maintain equipment, coordinate and execute team morale events, hiring & headcount management.
• Support the team and HR Business Partners in the hiring and onboarding of new personnel, assisting with various employee engagement initiatives including but not limited to “My Voice” activities, scheduling and building agendas for Employee Roundtables, Coffee Talks, Townhalls and Management Team virtual and face to face meetings. Providing data for reports, assisting with slide production for meetings, act as ambassador for HR, Local and Area management team. Collect content, build and publish online Energy Storage & Optimization online newsletter.
• Power-point design and production, and all other duties as assigned. When requested, research, collect and analyze data for various members of the management team. Assist assigned executive team members with immigration issues related to travel, training, and visitors.

 

 Minimum Experience and Educational Requirements:

• Bachelor’s degree or equivalent experience.
• 5 - 7 years previous experience as an assistant with at least 2 years supporting “C” suite executives within a large multinational organization supporting multiple executives.
• Must be highly organized.
• Exceptional communication skills, verbal and written.
• Expert level with Microsoft Office products.
• Use of Concur Travel & Expense tool or similar travel planning tools.
• Previous experience with SAP would be a plus.

 

 

Last application date: 22/12/2023 

 

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. We look forward to hearing from you. Qualifie