Management - Executive Assistant - Brookshire

At Everllence, we pioneer sustainable engineering for a decarbonized future. As a global leader in advanced engineering and technology, we provide innovative solutions across marine, energy, and industrial sectors. With over 14,000 employees in more than 120 countries, we are com ...

Job description

At Everllence, we pioneer sustainable engineering for a decarbonized future. As a global leader in advanced engineering and technology, we provide innovative solutions across marine, energy, and industrial sectors. With over 14,000 employees in more than 120 countries, we are committed to driving the transition to clean energy and shaping the future of power and propulsion.

Our portfolio includes cutting-edge engine technology, turbomachinery, and digital services that support our customers in achieving their environmental and operational goals. At Everllence, we believe in empowering our people, fostering innovation, and building a culture of collaboration and excellence.

Everllence USA, Inc. plays a vital role in our global operations, delivering high-performance solutions and services to clients across North America. With a strong presence in key markets and a commitment to local innovation, our U.S. team is at the forefront of driving sustainable progress in the region.

Join us and be part of a company that is not only engineering the future—but also making it more sustainable.

Management - Executive Assistant

Summary: The Executive Assistant responsibilities include making travel and meeting arrangements while managing a detailed comprehensive outlook calendar and task list for the business unit executive. Conduct research to prepare reports with attention to detail and the ability to prioritize work. The ideal candidate should be proactive and well-organized, have excellent written and verbal communication skills. Ultimately, the Executive Assistant should ensure the efficient and smooth day-to-day operation of our team.

Key Job Responsibilities:

• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Follow-up on assigned work to team members.
• Prepares financial reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains overview of contractual documents requested, pending, open and completed.
• Manages and updates business unit SharePoint site.
• Responsible for organization of monthly team meetings.
• Project portfolio manager SBU-E for the territory.
• Project manager for internal business improvement projects.
• Finding and implementing internal efficiency improvement projects.
• Executing tasks related to coordinate a joined response for the territory.
• Expense reporting.
• Prepares expense reports and submits for payment in a timely manner .
• Maintains overview of regional team travel plans and activities.
• Prepares purchase order requisitions in SAP.
• Assists in the training and onboarding of new employees.
• Coordinate special internal and external events, including messaging, save the dates, invitations, and all logistics (venue, agenda, catering, guest list, shipping, etc.).
• Execute all logistical strategies from start to finish including hotel reservations, informational emails to sales managers, coordination of show services, booth presence, scheduling shipments, promotional items and brochures, maintain annual list of conferences and events. 
• Maintain appropriate quantities and up to date inventory of business unit power brochures.

Required Education:

Bachelor's degree (B. A.) from four-year college or university preferred but not required; or one to two years related experience and/or training; or equivalent combination of education and experience.

Required Experience:

Minimum of 5 years as an Administrator Assistant or similar position.  

Desired Experience: None

Required 3^rd party Certifications/Qualifications: None

Software & Application Requirements

• MS Office (Word, PowerPoint, Excel, Outlook etc.)
• SharePoint 2010 (preferred)

Other skills:

• Resourceful at finding solutions.
• Proactive and flexible.
• Multi-tasking abilities and remains calm in stressful situations.
• Strong communication skills both written and verbal.
• Creative minded in a technical environment.
• Excellent attention to detail.

Physical Requirements:

Ability to lift a box up to 25 pounds, actual packing a shipping crate for conferences. 

Competencies:

• Teamwork and collaboration
• Organizational skills
• Self-starter, adaptability
• Professionalism
• Proactive
• All employees share the responsibility for encouraging a proactive safety culture through demonstration of being a positive role model, proper safety behaviors and safe work practices.

Everllence USA, Inc. is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin or ancestry, age, mental or physical disability, medical condition, reproductive health decision-making, military or veteran status, political preference, marital status, citizenship, genetic information, or other characteristics protected by applicable law.
 
We are committed to providing reasonable accommodations for qualified individuals with disabilities. If you need assistance or an accommodation, please email us at humanresources-

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