Assistant

Assistant

Date: 7 Oct 2024

Company: Alstom

We create smart innovations to meet the mobility challenges of today and tomorrow. We design and manufacture a complete range of transportation systems, from high-speed trains to electric buses and driverless trains, as well as infrastructure, signalling and digital mobility solutions. Joining us means joining a truly global community of more than 36,300 people dedicated to solving real-world mobility challenges and achieving international projects with sustainable local impact.

Purpose of the Job:

Under broad supervision of the General Manager, performs managerial work to assist in the administration and coordination of all activities. This includes supporting the management team and executing administrative tasks with competent, dynamic and friendly skills. A wide-ranging and responsible role requiring strong administrative, IT, organisational and communication skills and a proactive 'can-do’ attitude.

Responsibilities:

• Act as the point of contact between the Top Management
• Undertake the tasks of receiving calls, taking messages and routing correspondence
• Handle requests and queries appropriately
• Maintain professional and personal agenda, arrange meetings and appointments and provide reminders
• Produce reports, presentations and briefs
• Develop and carry out an efficient documentation and filing system
• Travel management; Creation and end-to-end management of all travels in relation with the travel agency and management of processes and expense claims
• Invoice management; Suppliers creation, purchase orders creation and follow-up with suppliers and accounting department with managing expenses
• Supporting logistics organization for Executive & HR seminars
• Maintaining records related to grievances, performance reviews, and disciplinary actions
• Maintaining computer system by updating and entering data/Creating and distributing documents
• Serving as a point of contact with benefit vendors/administrators
• Take charge of all Purchase Requests and Purchase Orders including managing external vendor queries
• As Communication Relays, spreading the internal communication at Site level

Performance measurements:

• Efficiency of logistics management

Educational requirements:

• Associate degree in HR-related field required
• Bachelor's preferred

Experience:

• 5+ years related to an executive administrative assistant, senior executive assistant or in other secretarial position
• Proficiency in MS Office with expertise in Word, PowerPoint and Excel
• Confirmed experience in verbal and written business correspondence in both local language and English
• Full comprehension of office management systems and procedures
• Excellent problem solving, critical thinking and communication skills
• Proactive and efficient responses to pressing issues and challenges
• Exemplary planning and time management skills
• Ability to multitask and prioritize daily workload
• Excellent organization & planning capabilities
• Discretion and confidentiality
• Knowledge of communication tools (Skype for Business, WebEx)
• Strong interpersonal skills
• Fluent in English written and spoken

An agile, inclusive and responsible culture is the foundation of our company where diverse people are offered excellent opportunities to grow, learn and advance in their careers. We are committed to encouraging our employees to reach their full potential, while valuing and respecting them as individuals.