Executive Assistant to VP, Energy Americas Area

Wärtsilä•Houston, TX

1d•Hybrid

About The Position

Wärtsilä is seeking a proactive, well-organized Executive Assistant to support the Vice President, Energy Americas. The role manages the VP’s time and priorities, serves as a main point of contact for the office, and supports business operations across the Americas and beyond. It involves participating in face-to-face management meetings and accompanying the leadership team on business travel when needed. The position is based in Houston, Texas, or Fort Lauderdale, Florida, with a hybrid work arrangement.

Requirements

Bachelor’s degree or equivalent experience.
At least 3 years of experience supporting senior or C-suite executives, ideally in a multinational company.
Proactive, self-starting mindset, including taking action, asking questions, and spotting issues early.
Strong organizational skills and ability to manage changing priorities.
Excellent written and verbal communication skills in English.
Advanced Microsoft Office skills and comfort with AI-driven tools and Microsoft Teams.
Team-player attitude and confidence to offer constructive challenge when needed.
Willingness to travel up to 20% of the time, including internationally.
Candidates for regular U.S. and Puerto Rico positions must meet the stated U.S. citizenship or eligible immigration and work-authorization requirements; candidates needing current or future work-authorization sponsorship are not eligible.

Nice To Haves

Spanish language skills.
Experience with SAP and Concur.

Responsibilities

Fully manage the VP’s calendar and decide which requests to accept or decline as business priorities change.
Manage incoming requests and respond to stakeholders on the VP’s behalf.
Arrange meetings, agendas, flights, and domestic and international travel, planning ahead for practical details.
Coordinate internal and external meetings, prepare agendas, take notes, and follow up on action items.
Attend management meetings in person and travel with the leadership team when needed.
Handle expense reporting for the executive team.
Support the VP’s LinkedIn presence and professional networking.
Coordinate Houston office operations and support the Fort Lauderdale office when needed, working with facility management on safety, security, budgeting, and improvements.
Provide administrative support to the wider team, including onboarding, office moves, supplies and equipment, team events, and headcount requests.
Organize recruitment logistics, including interviews and accommodation for candidates traveling from out of town.
Research and analyze data for the management team when requested.
Support executives with travel documentation and visa requirements for business trips, training, and visitors.
Promote effective use of AI and digital tools, including Microsoft tools, to improve efficiency.