Executive Assistant, Project Management

5 days ago

Montréal, Canada ALTO Full time

At Alto, we are re-imagining passenger rail service on behalf of the Government of Canada Our goal is to create a new sustainable passenger train network that will run faster, more often and will be more reliable between Toronto and Québec City.

Are you ready to take on a stimulating and impactful challenge? Look no further: Alto is looking for an Executive Assistant, Project Management.

The Executive Assistant will report directly to the Chief Project Management Officer. This role plays a crucial part in supporting the Project Management leadership team by ensuring the smooth operation of the managers’ daily activities. The position requires an individual who is highly organized, proactive, and able to manage multiple tasks and deadlines effectively. The Executive Assistant will be responsible for coordinating communications, preparing presentations, handling logistics for meetings, and managing essential project documentation. This role offers the opportunity to work closely with various departments, contributing to the success of key projects within the organization.

**The responsibilities**
- Manage the calendar, organize appointments, and coordinate the manager’s travel arrangements.
- Collaborate with various teams to gather information, prepare and review presentations, and ensure follow-up on key documents.
- Manage the logistics of meetings by booking rooms, coordinating participants, and ensuring all necessary materials are available.
- Process expense reports and follow up to ensure timely submission.
- Facilitate communication between internal teams and contribute to the coordination of essential project information.
- Gather and analyze data, conducting research or analysis when necessary.
- Perform other related duties as required.

**The requirements**
- Minimum of eight (8) years experience in a similar role.
- Bilingual in French and English, both spoken and written, with excellent writing skills.
- Advanced proficiency in using Microsoft Office 365 suite.
- Ability to effectively organize work and prioritize tasks.
- Demonstrated accuracy and attention to detail in task execution.
- Strong team player with a willingness to collaborate with colleagues across various departments.

**Why join our innovative team?**
- Basic Group insurance paid for you and your family, including medical, dental, life, disability, etc.
- A pension plan and saving options (RRSP and TFSA)
- Flexible benefits: access to wellness and health accounts to support your lifestyle
- Vacation based on experience, available as soon as you're hired
- Incentive bonus program
- Work in flexible hybrid mode
- A work environment that encourages initiative, innovation and forward-thinking solutions
- A unique opportunity to craft the future of transportation in Canada

**We strive to create strong and diverse teams**

At Alto, we believe in the strength of diverse teams. We aspire to offer an inclusive and equitable work environment where everyone can develop and flourish. We therefore invite all qualified individuals, regardless of their identity or differences, to apply. You can learn more about the whole project on our Alto - Home webpage.

Please let us know if you require any accommodation during the recruitment process. We will do our utmost to provide you with a fair and pleasant experience, while keeping any accommodation confidential.

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