Req ID:507727

At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day, more than 80 000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

The incumbent carries out Executive Assistant tasks for and reports to Olivier Marcil, Vice-President, Public Affairs and Communications, Alstom, and his team in Canada.

The role includes supporting the PA and Communications team and carrying out administrative tasks in an efficient, dynamic and friendly manner, as well as maintaining a solid internal and external network of collaborators. This is a varied role with responsibilities requiring strong skills in administration‚ IT‚ organization, communication and a proactive attitude.

Responsibilities will include, but are not limited to the following:

• Proactively manage and coordinate the agenda of the VP

• Plan and organize travel, accommodation and expense reporting (assist team when necessary)

• Prepare briefing files by collating from internal sources

• Monitor activities, initiatives,

• Manage purchasing

• Order promotional materials and maintain inventory to support team in public relations activities

• Produce reports, presentations

• Maintain effective filling and data storage including emails and retrieval systems

• Welcome the various visitors and stakeholders on site, including transport/meal aspects etc.

• Assist in planning events and meetings in close collaboration with the internal communications and events colleagues

• Collaborate with other St-Bruno assistants and building site maintenance in keeping office spaces clean and in good condition and office/kitchen supplies replenished.

• Act as a reference for employees in the office: provide guidance and support.

• New employee onboarding: create profile, equipment, building access pass, etc.

• Coordinate with IT support to ensure all office technology and equipment are functioning properly.

• Manage department’s Sharepoint

• Create purchase orders (vendors and suppliers) and follow-up until invoices have been paid.

• Manage invoices related to services purchased by the Department

• Renew yearly memberships

• Keep departmental budget up to date

• Work in close collaboration with the Executive Assistant to the President, Alstom Americas and all other departments

• Distribute and deliver office correspondence.

General:

• Manage priorities and conflicting needs; handle issues quickly, proactively and follow through on projects to completion, often with deadline pressures.

• Handle confidential information and follow up document approvals-signatures when required.

Required Qualifications

• College Diploma, Administration, or Equivalent

• Highly skilled in all Microsoft 365 software (Teams, Word, Excel, PowerPoint) and proficiency learning new software applications

• Proven ability to handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer service and response.

• Excellent organizational skills that reflect the ability to perform and manage multiple tasks seamlessly with excellent attention to detail.

• Excellent interpersonal skills and ability to establish relationships with internal and external stakeholders.

• Demonstrated proactive approaches to problem solving with strong decision-making ability.

• Emotional maturity.

• Demonstrated ability to achieve high performance objectives and meet deadlines in a fast-paced environment.

• Knowledge of SAP, an asset

• Communication skills in French and English (spoken and written), mandatory

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note

As a global business, we’re an equal-opportunity employer that celebrates diversity across the 63 countries we operate in. We’re committed to creating an inclusive workplace for everyone.

Job Type:Experienced

Job Segment: PR, Communications, Executive Assistant, Administrative Assistant, Secretary, Marketing, Administrative