Job Summary: We are seeking a confidential, efficient and professional Administrative Assistant to support the Rail Systems Manager and their team at Alstom. Key Highlights: 1. Confidential, efficient and professional service to management 2. Support in time efficiency, communication and organization 3. Administrative task management and team support Req ID:510006 At Alstom, we understand how transportation networks operate and what moves people. From high-speed trains, metros, monorails and trams, to pre-configured systems, services, infrastructure, signalling and digital mobility solutions, we offer our diverse customers the industry’s broadest portfolio. Every day, 80,000 people strive to lead the transition towards greener and smarter mobility worldwide—connecting cities while also reducing carbon footprints and replacing cars. **Administrative Assistant** **Job Purpose:** * Provide confidential, efficient and professional service to the Rail Systems Manager and their team * Assist the Manager in ensuring time efficiency, communication and organization * Provide support on any specific topic related to departmental activities * Maintain up-to-date departmental KPIs **Organizational Structure:** Region / Country / Site / PMO **Reports To:** Rail Systems Manager **Networks and Interfaces****Internal** * Project team * Administration **External** * Customer * Suppliers **RESPONSIBILITIES AND AUTHORITIES** **Key Responsibilities:** * Monitor supply of warehouse consumables (kitchen, office, etc.) * Manage and record annual leave for the project team * Serve as regular liaison with the project team to gather various information for the Manager * Compile reports for project reviews * Organize meetings, including room bookings, equipment, refreshments, etc. * Customer liaison: build relationships with customers at all levels and become their * Point of contact * Office management: reception of visitors, room allocation, mail, invoices, lunches, etc. * Travel arrangements – flights/hotel bookings – visa * Manage expense reports using electronic tools * Diary management * Email management: respond on behalf of the Rail Systems Manager where appropriate * Telephone calls * Prepare meeting agendas and draft minutes * Support in developing PowerPoint presentations * Manage DA and track invoice payments * Provide necessary support to new team members * Team support in CONCUR and HAFs preparation * Monitor vehicle maintenance program (status, fuel, physical condition, etc.) **EXPERIENCE AND COMPETENCY REQUIREMENTS** **Mandatory:** * Educational qualification level * IT skills: proficient user of Word, Excel packages, Lotus Notes, email, Internet. Strong command of software (Word, Excel, PowerPoint, Outlook…) and computers * Valid driver’s license (minimum Class A) **Desirable:** * Shorthand and typing skills * Secretarial training course * English **Experience** **Mandatory:** * Good knowledge of Alstom and other functional areas within the organization * Basic understanding of the domestic market * Flexible and capable of multitasking **Competencies and Skills** * Reliable / Confidential / Discreet * Sense of urgency * Autonomy, strong initiative and ability to anticipate and resolve issues * Quality service over quantity * Reactivity * Strong interpersonal and communication skills * Team spirit and customer orientation * Flexibility in working hours You don’t need to be a train enthusiast to thrive with us. We guarantee that the moment you step onto one of our trains with friends or family, you’ll feel immense pride. If you’re ready to take on the challenge, we’d love to learn more about you. **Important Note** As a global company, we provide equal employment opportunities and celebrate diversity across more than 63 countries. We are firmly committed to creating a safe workplace for everyone.