Executive Assistant - Temporary Contract

EXECUTIVE ASSISTANT - TEMPORARY CONTRACT

Mission

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

Responsibilities

• 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).
• Develop, prepare, distribute, and file various departmental reports such as KPI dashboards, write and distribute emails, letters, information including policies, directives, and general business information. Follow-up with internal stakeholders on deliverables and due dates.
• 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 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.
• 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

Required Profile

• Demonstrated experience managing admin functional duties in a fast-paced complex environment for key management personnel such as a dept head.
• Attention to detail, highly efficient, proven problem-solving skills and resourcefulness.
• Desirably a College degree in Business Admin
• You are highly organized, able to multitask, juggle calendars, travel arrangements, and schedules on the fly.
• You have 5+ years’ experience in a more senior administrative capacity supporting a dept head level position.
• Self-motivated, driven, willing to take on challenges and get out of their comfort zone.
• 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.
• Advanced knowledge, capabilities and use of Microsoft Word, Excel, Power Point, Outlook, Teams Etc.
• Preferably be knowledgeable of ALSTOM processes, software applications and organizational structure.
• Bachelor’s Degree
• Fluent in English, functional French
• Willingness to take on new responsibilities, tasks, work outside the typical boundaries on an admin positions and work independently.
• You must be able to have fun at work.
• Demonstrated ability to quickly learn and become proficient in corp. software applications such as SAP, Concur, Salesforce, Cloud data management & storage, etc.
• Utmost ethical behavior.
• Strong verbal and written communication skills. Positive attitude. Highly focused. Ability to adapt to changing situations quickly.
• You have the ability to be assertive with others, when necessary, push back if necessary.
• You have working knowledge of office IT products, laptops, monitors, phones, cell phones, etc.

EXECUTIVE ASSISTANT - TEMPORARY CONTRACT

Required Profile

• Utmost ethical behavior.
• Advanced knowledge, capabilities and use of Microsoft Word, Excel, Power Point, Outlook, Teams Etc.
• Attention to detail, highly efficient, proven problem-solving skills and resourcefulness.
• You have 5+ years’ experience in a more senior administrative capacity supporting a dept head level position.
• Preferably be knowledgeable of ALSTOM processes, software applications and organizational structure.
• You must be able to have fun at work.
• Strong verbal and written communication skills. Positive attitude. Highly focused. Ability to adapt to changing situations quickly.
• Willingness to take on new responsibilities, tasks, work outside the typical boundaries on an admin positions and work independently.
• Fluent in English and French
• Demonstrated ability to quickly learn and become proficient in corp. software applications such as SAP, Concur, Salesforce, Cloud data management & storage, etc.
• 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.
• Desirably a College degree in Business Admin
• You have working knowledge of office IT products, laptops, monitors, phones, cell phones, etc.
• You have the ability to be assertive with others, when necessary, push back if necessary.
• Self-motivated, driven, willing to take on challenges and get out of their comfort zone.
• You are highly organized, able to multitask, juggle calendars, travel arrangements, and schedules on the fly.
• Demonstrated experience managing admin functional duties in a fast-paced complex environment for key management personnel such as a dept head.