Executive Assistant - 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, signaling, and digital mobility solutions. Joining us means joining a truly global community of more than 75 000 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 to Chief Executive Officer and Management Team. This includes supporting the management team and executes administrative tasks with competent, dynamic, and friendship skills. A wide-ranging and responsible role requiring strong administrative‚ IT‚ organizational and communication skills and a proactive 'can-do attitude.

REPORTS DIRECTLY TO:

• Chief Executive Officer
  
  

Network & Links

Internal

• Operations include but are not limited to Human Resources, legal, Finance regarding the implementation and progress of tasks, providing explanations and support, and exchanging information
• Administration
  
  

External

• External Suppliers (hotels, Car rental,)
• Travel agencies
  
  

RESPONSIBILITIES:

• Act as the point of contact between Management
• Undertake the tasks of receiving calls, take 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 VISA processes and expense claims
• Invoice management; Suppliers creation, purchase Orders creation, and follow-up with suppliers and accounting department with managing expenses
• 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 Request, Purchase Orders including managing external vendor queries
  
  

PERFORMANCE MEASUREMENTS: (OTD, QCD, Sales, PMC, Orders, Gross margin, etc.)

• Service delivery accuracy, robustness, timeliness
• The efficiency of logistics management
  
  

EDUCATIONAL REQUIREMENTS:

MANDATORY:

• Associate Secretarial/Administration/ certificate/ diploma
• Business Management / certificate/ diploma
  
  

EXPERIENCE

Mandatory:

• 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
• ERP systems Experience
  
  

Desirable:

Knowledge of SAP success factors, having worked in a matrix environment/structure.

Competencies & Skills

• 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

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.