Administrative Assistant

Job summary

The Administrative Assistant provides comprehensive administrative support to the Department Director and the bids team. Key duties include managing agendas, coordinating travel, handling invoices, and overseeing timesheets and documentation systems.

Job details

Req ID:522981 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. Under the supervision of the department director, the administrative assistant carries out administrative management work and coordination of all department activities. This includes supporting the tender team and carrying out administrative tasks in an efficient, dynamic and friendly manner. This is a varied role with responsibilities requiring strong skills in administration‚ IT‚ organization, communication and a proactive attitude. In your role as administrative assistant, you will be responsible for: Act as point of contact for the bids team Maintain the professional agenda of the Department Director, organize meetings and appointments and carry out follow-ups Produce reports, presentations and meeting minutes Develop and implement an effective electronic documentation and filing system Manage travel and business trips Book travel in the Alstom tool for the Director and his team (plane, train, hotel, rental vehicle, etc.) Manage VISA processes if necessary for business travel Manage expense reports in the Concur tool Management of timesheets in Kronos, Alista and CAT/GSI​​. Check all timesheets from the team are completed and approved on time. Manage invoices related to services purchased by the Department Monthly follow-up of Tender budgets Create purchase requests and follow up until invoices are paid Support the Director in organizing events outside the site Welcome the various stakeholders on site, including transport/meal aspects etc. Manage priorities and conflicting needs; handle issues quickly, proactively and follow through on projects to completion, often with deadline pressures. Required Qualifications Sec V 3 years of professional experience Bilingual French & English. Knowledge of a language other than French is an asset when dealing with our international partners, suppliers, colleagues and customers. In Quebec, French remains the main working language of our company. 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. Strong organizational skills that reflect the ability to perform and manage multiple tasks seamlessly with excellent attention to detail. Very good 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. Proficiency in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint), an asset Knowledge of SAP, an asset 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​

What you’ll do

The Administrative Assistant provides comprehensive administrative support to the Department Director and the bids team. Key duties include managing agendas, coordinating travel, handling invoices, and overseeing timesheets and documentation systems.

Requirements

Candidates must have at least 3 years of professional experience and be bilingual in French and English. Proficiency in Microsoft Office is required, with knowledge of SAP and other software applications being an asset.

Listed skills

• Customer service · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Management
• Agenda Management
• Report Production
• Travel Coordination
• Expense Reporting
• Timesheet Management
• Invoice Processing
• Budget Tracking
• Event Organization
• Bilingual French & English
• Microsoft Office Suite
• SAP
• Communication
• Organization
• Problem Solving
• Customer Service

Job areas

• Administrative
• Transportation
• Management & Leadership