Project Assistant

Project Assistant

Date: 4 Mar 2025

Location: Toronto, ON, CA

Company: Alstom

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.

Imagine playing a central role in reducing the carbon footprint of Canada’s busiest public transit system and doing so with a consistently ranked Top Employer with a global reach. As part of the ONxpress consortium, Alstom is proudly working to transform the collective mobility of the Greater Toronto and Hamilton areas (GTHA) through the On-Corridor Works project. The GO Expansion scope: train control systems, network electrification, signalling, telecommunications and digital systems.

Purpose of the Job
In the role of a Project Assistant for the Project Management and the global project team, you will ensure a range of communications with Project Management and external stakeholders. You will be involved in facilitating positive working relationships in the delivery of important administrative tasks and services. A good knowledge of the railway environment and project organization will help you to successfully fulfill your responsibilities.

Responsibilities

1. Works autonomously in coordinating, managing and prioritizing the day-to-day Administrative activities for the Project Director and the project team.
2. Supports with complex travel arrangements and itineraries for project management team members and visiting VIP guests and groups.
3. Assisting with Letter of Invitation for incoming staff (if any).
4. Receiving and archiving incoming post mails.
5. Formatting and printing outgoing mails.
6. Managing office allocations / project directory / project organization chart updates / IS&T interface issues / ordering of office assets.
7. Check and validate incoming invoices related to office purchase.
8. Purchase Requests for office stationaries and subcontractor services, including goods receipts.
9. Serves as the primary point of contact for the Project Director and their core team members by taking action as appropriate, summarizing, preparing background documents and responses as necessary.
10. Draft and/or prepare a full range of materials such as emails, memorandums, reports, presentations.
11. Support in preparation of presentations on request from Project Director and support project event preparation.
12. Onboarding/Offboarding support.
13. Assist the EHS team with ordering/controlling of PPE.
14. Support the validation of subcontractors timesheets.
15. Management of Alstom assets in the office.
16. Any other support as required.

Educational Requirements

1. Bachelors Degree in Business Administration

Qualifications

1. A minimum of five years of experience in a project assistant role
2. Knowledgeable in all standard MS Office tools
3. Fluent in English. French is desirable.
4. Organized
5. Transparency
6. Ethical behaviour
7. Capable of initiatives
8. Autonomous
9. Resilient
10. Eager to learn
11. Team player

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.