Administrative Assistant

3 weeks ago

Toronto, Ontario, Canada ALSTOM Full time

Req ID:455708

Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation. Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility solutions. Joining us means joining a caring, responsible, and innovative company where more than 70,000 people lead the way to greener and smarter mobility, worldwide

Purpose: Provide administrative support to the management team and all employees. Support in the preparation of documents, presentations, progress report, prepare and manage departmental budget. Provide administrative support for travelling, validation and management of time sheet. Manage departmental database and filing structure

Roles and Responsibilities:

  • Provide support to the management team and employees in their functions to prepare presentations, reports, minutes of meetings and any related administrative tasks
  • Execute different required processes for the function related to new employees' onboarding and employee departure, manage computer requests and access, and assist employees with the preparation of purchase orders, invoices and reimbursement review and approval. Also, manage departmental document control and achieving.
  • Works with cross-functional (e.g., organizational, product, business) stakeholders (e.g., Engineering, Human Resources, Supply chain) to design programs from initiation to delivery with guidance. Collaborates to produce collateral (e.g., proposals, strategy walking deck, internal and external pitch content) to incorporate stakeholder needs and ensure the business objectives are met.
  • Supports and contributes to defining and tracking the success criteria and performance metrics.
  • Collaborates to define and execute landing and communication plans, such as the target audience(s) and communication strategy.
  • Assists others who overlook a portfolio of projects, including the project plan, timelines, milestones, financial management, performance metrics, and/or resource needs for programs.
  • Communicates the program status to relevant stakeholders and holds them accountable for following the established schedule and risk mitigation plans and processe, with minimal guidance.
  • Collaborates with others to conduct cost-benefit analyses to examine performance to value drivers.
  • Answer to all general information requests for the department, organize meetings, follow up and request participation as required.
  • Manage all travel approvals and arrangements for employees and consultants. Support the preparation of expenses claim and provide guidance for queries

    As our ideal candidate:

    • You have a Bachelor's Degree
    • Desirably a College degree in Business Admin
    • Demonstrated experience managing admin functional duties in a fast-paced, complex environment for key management personnel such as a dept head.
    • Demonstrated ability to quickly learn and become proficient in corp. Software applications such as SAP, Concur, Salesforce, Cloud data management & storage, etc.
    • You are someone who sees this position as an opportunity to grow within a large corp where attitude and drive can open countless new opportunities.
    • You have a working knowledge of office IT products, laptops, monitors, phones, cell phones, etc.
    • Utmost ethical behaviour.
    • Advanced knowledge, capabilities and use of Microsoft Word, Excel, PowerPoint, Outlook, Teams Etc.
    • Strong verbal and written communication skills. Positive attitude. Highly focused. Ability to adapt to changing situations quickly.
    • You are highly organized, able to multitask, and juggle calendars, travel arrangements, and schedules on the fly.
    • Self-motivated, driven, willing to take on challenges and get out of their comfort zone.
    • You have the ability to be assertive with others, when necessary, push back if necessary.
    • Willingness to take on new responsibilities, tasks, work outside the typical boundaries on an admin positions and work independently.

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