Executive assistant

Date: 10-Aug-2019

Location: St Ouen, France

Company: Alstom

Req ID:55053 

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

JOB TITLE & PURPOSE OF THE JOB

Job Title: Assistant General Management

Job Code: GM-AS-00

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 executes 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.

POSITION IN THE ORGANISATION

Organisation structure:  

Headquarter or Region or Country/ General Management

Reports directly to:

Vice president  or Senior Vice President or CEO

Network & Links   

Internal

  • Human Resources network ,legal, Finance and operational regarding the implementation and progress of tasks, providing explanations and support and exchanging information
  • Administration and payroll

External

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

ACCOUNTABILITIES & AUTHORITIES

This list of responsibilities is not all-inclusive and may change, be added to or deleted at any time by manager/supervisor

  • Act as the point of contact between the Top 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
  • 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 Request, Purchase Orders including managing external vendor queries

Performance measurements:   (OTD, QCD, Sales, PMC, Orders, Gross margin, etc.)

  • Service delivery accuracy, robustness, timeliness
  • Efficiency of logistics management

EXPERIENCE PREREQUISITES & REQUIRED COMPETENCES

Educational Requirements

Mandatory:

  • Associate degree in HR-related field required

Desirable:

  • Bachelor’s preferred

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

Desirable:

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

We believe that a diverse and inclusive workforce is a lever to running a sustainable and successful business. We are dedicated to creating an inclusive environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected.

 

 

Job Type:​Experienced​


Job Segment: Administrative Assistant, Secretary, ERP, Executive Assistant, Office Manager, Administrative, Technology

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