Executive Assistant

About us:

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, 80,000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

Your Future Role:

A 12-month max term contract has become available for an experienced Executive Assistant who will provide critical support to both the Finance and Human Resources Directors. You will be based at our Australian head office in North Ryde and primarily be responsible for general administrative support and coordination for the two leaders. 

We’ll Look to You For:

• Supporting the Directors on specific agenda creation, distribution of meeting minutes, actions and events.
• Managing all event logistics including communications with suppliers, facilitators and attendees and take charge of all purchase request, purchase orders (PO) including managing external vendor queries.
• Providing day to day operational support to the directors, in terms of team and key individual meeting arrangements, travel booking (offshore and onshore), hotel accommodation, voucher and expenses claims.
• Maintaining computer system by updating and entering data/creating and distributing documents.
• Setting appointments and arranging meetings/maintaining calendars of Finance and HR Leadership team.
• Undertaking general finance/HR duties; confidential dossier management, report generation as and when required.
• Producing reports, presentations and briefs; Develop and carry out an efficient documentation and filing system.
• Invoice management such as supplier creation, PO creation and follow-up with suppliers and accounting department with managing expenses.
• Supporting logistics organisation for Executive & HR seminars.
• Maintaining computer system by updating and entering data/creating and distributing documents.

All About You:

• Exceptional ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.
• Strong verbal and written communication skills, with the ability to interact professionally at all levels.
• Proficient in MS Office Suite (Word, Excel, PowerPoint) and experience with project management tools.
• Demonstrated ability to handle sensitive information with discretion and integrity.
• Strong analytical skills with the ability to anticipate needs and resolve issues proactively.
• Ability to thrive in a fast-paced environment and adapt to changing priorities.
• Excellent relationship-building skills and a collaborative mindset.
• Strong time management skills, with a proven ability to meet deadlines.

This is a great opportunity join a true industry leader at an exciting time, and play a critical role in supporting two key functions for the ANZ organisation. If you believe you have the right skills and experience, please APPLY NOW.
 

Important to note:

As a global business, we're an equal-opportunity employer that celebrates diversity across the 70+ countries we operate in. We're committed to creating an inclusive workplace for everyone.
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. We are an equal opportunity employer and strongly encourage women, Aboriginal and Torres Strait Islander, people with disability and other minority groups to apply.

We recognise that embracing flexibility & inclusivity is the smarter way of working. Please speak with us about your individual needs or if any workplace adjustments are required. If you require any adjustments to the recruitment process please email: hr.accessibility@alstomgroup.com. For internal applicants, please ensure you confirm your eligibility to apply with your Supervisor and relevant Human Resources representative prior to submitting an application. As part of the application process, you will be required to undergo pre-employment reference and medical checks, including drug and alcohol testing.