Executive Assistant

4 weeks ago

Toronto, Canada ALSTOM Full time

Req ID:421940

What if you could join a company, where diverse people are offered countless opportunities to advance in their careers?

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

Join us as Executive Assistant, and you’ll be looking at a career-defining role based in Toronto (ON), CA.

To manage and provide administrative support to three director level positions within Services NAM.

Your responsibilities will include:

- Manage all travel and associated activities involved in travel (approvals, travel agent interfaces, booking, corp software involved in managing all travel, expenses claims and follow-up, escalating expense issues, ensuring compliance with travel policy directives).
- Manage the calendar of the Dept Head to ensure the days/weeks activities are well planned, priority meetings are accepted, alternates are identified if the Dept Head is not available, that the Dept Head is briefed prior to critical meetings. Coordinate conference calls and meetings taking minutes and notes as requested.
- Interface with Customers as necessary to arrange, coordinate, schedule or reschedule meetings, conf calls, site visits, etc.
- Manage on-line purchasing requisitions, staffing requisitions, IT requests, travel approvals, expense approvals, all system log-ons and passwords, any type of electronic approval that comes into the Dept Heads inbox. Consult the Dept Head on how to manage such requests.
- Manage multiple complex contract documents, agreements, letters, meeting minutes and board presentations in a neat and orderly manner for ease of access, organization, referencing, sharing and reviewing quickly as necessary
- You have a Bachelor’s Degree
- Desirably a College degree in Business Admin
- You have 5+ years’ experience in a more senior 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 corp 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.

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?

We are eager to invite you into our company introduce you to our world

**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.

**_Effective 29 January 2021, Alstom completed the acquisition of Bombardier Transportation. This is a Bombardier Transportation Legal Entity Position - positions at Bombardier Transportation companies are all members of the Alstom Group_**.**

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