Assistant to General Management

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Date: 25-Feb-2023

Location: Ottawa, ON, CA

Company: Alstom

Req ID:403192 

Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation. Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility solutions. Joining us means joining a caring, responsible, and innovative company where more than 70,000 people lead the way to greener and smarter mobility, worldwide 


  • Assisting on the on boarding of new employees at Alstom; Creation of Contractor’s Alista and other application as requested by their respective managers
  • Travel coordination and travel booking in accordance with travel regulations; Researching and bookings of business trip from transportation to accommodations; Creation of CWT Travel
  • Administrative support of the Site General Manager, Core Team and the executives; Scheduling meetings and appointments as requested by management and other supporting staff in Alstom
  • Distributing newsletter and important notifications to all employees on behalf of senior management
  • Greeting and directing visitors and new staff to the organization. Being a point of contact in Ottawa for a range of staff and external stakeholders
  • Assist with event planning , charities and community engagement throughout the year
  • Place laptop, cellphone order(s) in SNOW; Order office supplies including phone cases, additional monitor, mouse, etc; printer management
  • Alista & Concur KU Role; Alista creation for contractor(s) account; Alista clocks technical issues
  • Assist in PR creation; GR in GSI; forward Invoices in Inspire/Basware to their respective owners; process invoice for payment
  • Provide KPI and all reports related to the control of documentation to the General Manager
  • Schedule/deadline monitoring, partly independent, partly in coordination
  • Administration of weekly Core Team meetings
  • Monitor and update assets, locker allocation; maintain and monitor building access cards
  • Assist in staff projects, i.e. office layout, car parking; collaborate with RTM and RTG

Educational Requirements

  •  Associate degree in Business Admin-related field required. Bachelor’s preferred


  • 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
  • Having worked in a matrix environment/structure is a plus
  •  Knowledge of Finance and/or HR is a plus

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

Alstom is the leading company in the mobility sector, solving the most interesting challenges for tomorrow’s mobility. That’s why we value inquisitive and innovative people who are passionate about working together to reinvent mobility, making it smarter and more sustainable. Day after day, we are building an agile, inclusive and responsible culture, where a diverse group of people are offered opportunities to learn, grow and advance in their careers, with options across functions and geographic locations. Are you ready to join a truly international community of great people on a challenging journey with a tangible impact and purpose?  


Equal opportunity statement:
Alstom is an equal opportunity employer committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected.  All qualified applicants are considered for employment without regard to race, colour, religion, gender, sexual orientation, gender identity, age, national origin, disability status, or any other characteristic protected by local law. 





Job Type:​Experienced​

Job Segment: Administrative Assistant, Office Manager, Manager, Administrative, Management