Administrative Assistant

3 weeks ago

Whitby, Canada ALSTOM Full time

**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
- Manage employees vacation tracking and approval for the department, manage timesheet process and train employees in different systems. Execute different required process for the function related to new employees on boarding, employee’s departure, manage computer request and access, assist employees for the preparation of purchase orders, invoices and reimbursement review and approval. Also manage departmental documents control and achieving.
- Support management in departmental budget and follow up. Analyse reports, identify, and follow up on corrective actions
- Answer to all general information request 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.
- You have a Bachelor’s Degree
- Desirably a College degree in Business Admin
- You have 5+ years experience in an administrative capacity supporting a dept head level position.
- Demonstrated experience managing admin functional duties in a fast-paced complex environment for key management personnel such as a dept head.
- You are someone who sees this position as an opportunity to grow within a large corporation where attitude and drive can open countless new opportunities.
- You have working knowledge of office IT products, laptops, monitors, phones, cell phones, etc.
- Utmost ethical behavior.
- Advanced knowledge, capabilities and use of Microsoft Word, Excel, Power Point, 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, 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.
- Attention to detail, highly efficient, proven problem-solving skills and resourcefulness.
- You must be able to have fun at work.
- In this role you will support the Maintenance clerk team 40% to 50% of your time

Alstom is the leading company in the mobility sector, solving the most interesting challenges for tomorrow’s mobility. That’s why we value inquisitive and innovative people who are passionate about working together to reinvent mobility, making it smarter and more sustainable. Day after day, we are building an agile, inclusive and responsible culture, where a diverse group of people are offered opportunities to learn, grow and advance in their careers, with options across functions and geographic locations. Are you ready to join a truly international community of great people on a challenging journey with a tangible impact and purpose?

**Equal opportunity statement**:
Alstom is an equal opportunity employer committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected. All qualified applicants are considered for employment without regard to race, colour, religion, gender, sexual orientation, gender identity, age, national origin, disability status, or any other characteristic protected by local law.

**Job Type**:Experienced

**Job Segment**:Secretary, Administrative Assistant, Cloud, Database, SAP, Administrative, Technology

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