Project and Office Assistant at Alstom

THE PURPOSE OF THE PROJECT AND OFFICE ASSISTANT ROLE IS TO:

THE MAIN RESPONSIBILITY WILL BE:

• Managing administrative activities for the legal entity.
• Manage Travel arrangements for the legal entity nationally and internationally – flights/hotel bookings/visa
• Liaising with project team on a regular basis to obtain various information for the PM as needed by the Management Committee Members
• Coordination of meetings and Customer engagements etc.
• Customer liaison – build up relationships with the customers at all levels and become a reliable point of contact.
• Support with compiling reports for Project reviews or management meetings as required
• Support with general administration to leadership members i.e. Concur, Ariba, Inspire, Sage, ERP systems to support activities.
• Support with coordination of employee related/site related/company related meeting and associated presentations.
• Minute taking for various meetings as required.
• Provide support in compiling PowerPoint presentations
• Main coordinator for company related events and communications
• Adhoc support to project teams and departments as and when required.
• Manage expenses sheets in the e-tools
• Diary management of the MD
• Email management: where appropriate responding on Managing Director’s behalf / handling
• telephone calls
• Lead mini-Projects.
• General Office management and coordination. i.e. Office supplies, office up keep, cleaning management, office improvements
• Serve as receptionist receiving visitors, room allocations, visitor management, front office management.
• Provide support during meetings, including preparation of agendas, room bookings, equipment, refreshments, etc 
• Provide the necessary support to new comers in the team

THE PREFERRED CANDIDATE WILL MEET THE FOLLOWING REQUIREMENTS: 

• Business Administration Diploma or related
• Minimum 5 years working experience as office manager / team assistance / business administration.
• Experience with admin support to senior management
• ERP – SAP experience will be an advantage
• Advanced MS office Skills (word, excel, PowerPoint, Outlook) 
• Travel booking and coordination experience
• Meeting coordination, attendance, minute taking experience.

The ideal candidate will have the following competencies

• Strong interpersonal skills (leadership, communication, ability to convince)
• Adapting to ALSTOM culture; AGILE; INCLUSIVE & RESPONSIBLE.
• Flexible and the ability to multi task
• Solid Communication skills
• Team player and collaborator
• Ability to work independently and virtually
• Ability to travel
• Results oriented
• Rigorous and structured
• International mindset
• Independent worker
• Attention to detail