Administrative Assistant

Wärtsilä Corporation; Fort Lauderdale (FL); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Hybrid work model

Leadership exposure

Competitive compensation

Job summary

Wärtsilä Corporation in Fort Lauderdale, FL, is seeking an experienced Administrative Assistant to support leaders in the Energy Business – Region North. The role is hybrid, based in Fort Lauderdale or Houston, with responsibilities spanning calendar management, travel planning and executive support.

You will coordinate meetings, onboarding, and office operations, while helping with Excel-based reporting and internal communications. A strong English communicator with discretion is essential.

Qualifications

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

Responsibilities

• Provide administrative support to the Energy Business Director, Region North and leadership team.
• Manage calendars, travel logistics, and expense reports.
• Coordinate meetings, events, and onboarding activities.
• Maintain office operations, distribution lists, and shared resources.
• Support data quality and Excel-based reporting.

Skills

Admin exp

Organization

English comms

Discretion

Problem solving

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

SharePoint

OneDrive

SAP

Concur

Salesforce

Job description

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Function: General Management & Administration

Job Category: Support Functions

Administrative Assistant

Wärtsilä is an innovativetechnology company known forbeing a forerunner in the Marine and Energy markets. Every day, we – Wärtsilians - put our hearts and minds into turning Wärtsilä's purpose of enabling sustainable societies through innovation in technology and services into reality.Our ultimate aim isto provide increased value to bothour customers and society. New, game-changing ideas and continuous improvement have been part of our DNA since 1834. Together, we can create new business opportunities and more sustainable future that we can all be proud of. We want to transition the world towards a decarbonisedand sustainable future.By pushing the boundaries of engineering and technology, we can make it work. We are always on the lookout for future-oriented talent – want to join the ride?

Administrative Assistant, Region North – Energy Business Fort Lauderdale, FL or Houston, TX (Hybrid)

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.

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.

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.

Please note that according to Wärtsilä policy, voluntary consent for a security check may be required from candidates being considered for this position, depending on the applicable country.

Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 18,300 professionals, in more than 230 locations in 77 countries, shape the decarbonisation transformation of our industries across the globe. Read more on www.wartsila.com .