Executive Assistant

Alstom; Sydney; On-site; AUD 90,000 - 130,000; Full time

Job summary

Alstom is seeking an experienced Executive Assistant to support our Managing Director in North Sydney. The role is on-site, full-time, and central to coordinating priorities and stakeholder interactions across the organisation.

You will manage complex diaries, travel, prepare briefings, and support leadership meetings while maintaining discretion and high professional standards. The successful candidate will foster relationships across levels, drive efficient operations, and contribute to the

Qualifications

• Proven experience supporting a Managing Director or senior executive.
• Strong stakeholder engagement and executive presence.
• Superior organisation, prioritisation and time management.
• Discretion, good judgement and confidentiality.
• Proactive approach with the ability to anticipate needs.

Responsibilities

• Proactively manage complex executive diaries, meetings and scheduling
• Coordinate domestic and international travel arrangements
• Manage travel and expense administration in accordance with company policy
• Prepare executive briefings and business materials
• Support leadership meetings, including agenda management, minutes and action tracking
• Coordinate town halls, events and leadership activities
• Manage confidential correspondence and sensitive information with discretion
• Foster strong relationships with senior leaders, employees, suppliers and global colleagues

Skills

Executive support

Stakeholder management

Discretion & judgement

Emotional intelligence

Attention to detail

Tools

Outlook

Teams

PowerPoint

Excel

Job description

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

We are seeking an experienced and proactive Executive Assistant to provide support to our Managing Director. This is a pivotal role for an organised, confident and relationship-focused professional who thrives in a fast-paced environment and enjoys being at the centre of business operations. Supporting a friendly, approachable and highly decisive leader, you will act as a trusted partner, ensuring priorities are managed seamlessly while building strong relationships across all levels of the organisation.

This role is a full time permanent roles based on-site in our North Sydney office.

About The Role

As Executive Assistant to the Managing Director, you will play a critical role in ensuring the smooth operation of executive activities, stakeholder engagement and key business initiatives. You will be trusted to take ownership, anticipate needs, and navigate competing priorities with professionalism, discretion and sound judgement. This role extends beyond traditional executive support and includes collaboration with the Senior Leadership Team, coordination of special projects, office support activities and engagement with a broad network of internal and external stakeholders.

Key Responsibilities

• Proactively manage complex executive diaries, meetings and scheduling
• Coordinate domestic and international travel arrangements
• Manage travel and expense administration in accordance with company policy
• Prepare executive briefings and business materials
• Support leadership meetings, including agenda management, minutes and action tracking
• Coordinate town halls, events and leadership activities
• Manage confidential correspondence and sensitive information with discretion
• Foster strong relationships with senior leaders, employees, suppliers and global colleagues

About You

You are an experienced Executive Assistant who brings:

• Demonstrated experience supporting a Managing Director, CEO or senior executive
• Strong stakeholder management skills and executive presence
• Exceptional organisational skills and attention to detail
• The confidence to make decisions, manage expectations and communicate with tact
• A proactive approach and the ability to anticipate business needs
• High levels of discretion, judgement and emotional intelligence
• Advanced Microsoft Office skills, including Outlook, Teams, PowerPoint and Excel

Most importantly, you'll be approachable, practical and collaborative, with a genuine ability to build trusted relationships across all levels of the organisation.

Why Alstom?

At Alstom, you'll contribute to meaningful projects that shape the future of mobility while working in an inclusive and collaborative environment. We value curiosity, accountability and teamwork, and we empower our people to grow and make a real impact.

Join us and help create the future of sustainable transport.

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note

As a global business, we’re an equal-opportunity employer that celebrates diversity across the 63 countries we operate in. We’re committed to creating an inclusive workplace for everyone.

Job Type: Experienced