Administrative Assistant in Hamburg bei Wärtsilä

Administrative Assistant

Wärtsilä is a world leader in marine technology and leading the industry's transformation towards a decarbonised and sustainable future. With the world’s widest portfolio and service network, we – Wärtsilians - deliver efficient, safe and sustainable integrated products and solutions to enhance the business of our customers. The opportunities presented through digitalisation and new technologies are offering a new era of shipping. Did you know that shipping is the world’s most efficient mode of transportation and that approximately 90% of world trade is carried by sea?

We want to change the course towards an interconnected and cleaner maritime future and are constantly on the lookout for future-oriented talent to join our team and to work towards enabling sustainable societies through innovation in technology and services - together. Are you ready to jump onboard?

We are looking for an experienced and support-oriented full-time

Administrative Assistant (m/w/d)

for the reception, switchboard, and office support to join our Office Support team as soon as possible.

The preferred location for the position is in Hamburg, Germany.

What you will be doing

In this role, you serve as a first point of contact for both internal & external stakeholders. You are responsible for fostering a welcoming environment and providing efficient support to local employees and the Entity Support Manager, also in collaboration with the Facility Management team, both of which are part of the Entity Support team. The support includes a range of ad-hoc and regular organisational and administrative tasks related to the entity. In this position you are reporting to the Entity Support Manager.

As Administrative Assistant your work will focus on these responsibilities:

• Visitor and Access Management: You will provide professional visitor reception with smooth check-in and check-out.
• Switchboard Operation: You will operate the telephone switchboard, ensuring all calls are answered and directed appropriately.
• General Office Support: You will handle external and internal inquiries and provide general office support and basic technical support with a variety of ad-hoc and assigned tasks.
• Mail handling: You will manage incoming and outgoing mail, general email inboxes, and package receipt/delivery.
• Event organisation: You will assist in organising and conducting events, trainings and meetings.
• Office Communication Applications: You will maintain our intranet, Wärtsilä TV, and other office communication applications, also as a key-user.
• Supply Management: You will take the necessary actions to procure, distribute, and manage office supplies, office equipment, and promotional materials.
• Credit Card Management: You will be the local Administrator managing the Corporate credit cards for local employees.
• Software Application Support: You will assist employees with their questions about a variety of applications, like e.g. intranet, travel booking and expense reporting tools and others.
• Document Creation and Management: You will create, maintain and organise correspondence and written documents, spreadsheets, and presentations and records.
• Special Projects: You will handle additional appropriate tasks and special projects as capacity allows.

Mandatory requirements for this role are:

• Accomplished commercial education or equivalent
• Experience in office administration in an international environment
• Fluent very good skills in German and good skills in English, both written and spoken
• Proficiency in MS Office environment and other applications
• Basic technical understanding
• Driven to create a great stakeholder relation through producing high quality work
• Excellent interpersonal and communication skills
• Excellent administrative skills
• Organisation, time management and coordination
• Absolute discretion and confidentiality
• Service minded and customer oriented
• Demonstrate passion with can-do mentality

Why you and us?

We at Wärtsilä believe in empowerment, ownership and taking responsibility of our work. We support each other’s growth and co-creation is the true basis of our innovation. We have courage to see opportunities and take initiative.

We are authentic and honest, and we strongly believe in that by being your own true self you can accomplish so much more. We don’t always get it right the first time, and if mistakes are made, we make sure to learn and grow from them. We want everyone to vo