Administrative Assistant

Alstom; Saint-Bruno; On-site; CAD 50,000 - 70,000; Full time

Job summary

A global mobility solutions firm in Canada is seeking an experienced administrative professional for the Project Assistant role. You will support the Project Director by managing their calendar and coordinating meetings, ensuring effective communication across teams. The ideal candidate will have at least 5 years of administrative support experience and be fluent in both French and English. Enjoy a collaborative work environment with opportunities for growth and development while contributing to impactful projects in the rail industry.

Benefits

Flexible working environment

Comprehensive social coverage

Investment in development

Qualifications

• Minimum 5 years of experience in administrative support.
• Fluency in French and English, both written and oral.
• Ability to anticipate and solve issues autonomously.

Responsibilities

• Maintain the Project Director’s calendar and ensure efficient time management.
• Coordinate internal and external meetings and compile reports for project reviews.
• Organize travel reservations, visa requests, and yearly expat travel arrangements.

Skills

Expert-level proficiency in Microsoft 365 tools

Strong prioritization skills

Excellent multitasking and organizational abilities

Fluency in French and English

Education

Undergraduate degree or higher

Job description

Req ID:509291

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.

Your future role

Take on a new challenge and apply your organizational and communication expertise in a new cutting-edge field. You’ll work alongside collaborative and detail-oriented teammates.

You’ll play a critical role in supporting the Project Director and ensuring the smooth functioning of the TTC project. Day-to-day, you’ll work closely with teams across the business (e.g., project teams, HR, and logistics), maintain effective communication channels, and manage administrative tasks to keep the team organized and focused.

You’ll specifically take care of calendar management, meeting coordination, and expense reporting, but also liaise with customers and provide onboarding support to newcomers.

Responsibilities

• Maintaining the Project Director’s calendar and ensuring efficient time management
• Managing the Project Director’s inbox and highlighting urgent matters
• Coordinating internal and external meetings and compiling reports for project reviews
• Managing the project office, including visitor reception, room allocation, post, and invoices
• Tracking annual leave and bi-monthly approval of timesheets for the project team
• Organizing travel reservations, visa requests, and yearly expat travel arrangements
• Preparing meeting agendas and writing minutes
• Building and maintaining professional relationships with customers and acting as a reliable point of contact
• Providing onboarding and other support to new team members

All about you

We value passion and attitude over experience. That’s why we don’t expect you to have every single skill. Instead, we’ve listed some that we think will help you succeed and grow in this role:

• Undergraduate degree or higher
• Expert-level proficiency in Microsoft 365 tools: SharePoint, Outlook, Teams, Word, Excel, and PowerPoint
• Minimum 5 years of experience in administrative support
• Fluency in French and English, both written and oral
• Strong prioritization skills and a good sense of initiative
• Ability to anticipate and solve issues autonomously
• Excellent multitasking and organizational abilities
• A team-oriented mindset with a strong focus on customer service

Things you’ll enjoy

Join us on a life-long transformative journey – the rail industry is here to stay, so you can grow and develop new skills and experiences throughout your career. You’ll also:

• Enjoy stability, challenges, and a long-term career free from boring daily routines
• Work with innovative tools and systems to streamline project operations
• Collaborate with transverse teams and helpful colleagues
• Contribute to impactful projects that shape the future of mobility
• Utilise our flexible and inclusive working environment
• Steer your career in whatever direction you choose across functions and countries
• Benefit from our investment in your development, through award-winning learning
• Progress towards opportunities in project management or other roles
• Benefit from a fair and dynamic reward package that recognises your performance and potential, plus comprehensive and competitive social coverage (life, medical, pension)

Bilingual French and English knowledge of a language other than French is an asset when dealing with our international partners, suppliers, colleagues and customers. In Quebec, French remains the main working language of our company.

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