Executive assistant

Alstom; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

Alstom is looking for a full-time Executive Assistant in the Greater Toronto Area, committed to providing top-level support for a director's office. The candidate will oversee complex schedules, manage travel, and handle administrative tasks in a dynamic environment. Ideal candidates are resourceful, adaptable, and possess strong organizational and communication skills, ready to support the company's commitment to sustainable transportation solutions.

Benefits

Flexible working environment

Investment in personal development

Comprehensive social coverage

Qualifications

• 5+ years experience in a senior administrative role.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to manage administrative functions in a complex environment.

Responsibilities

• Managing travel arrangements and calendar management for the Business Unit Lead.
• Preparing and filing departmental reports and business communications.
• Interfacing with customers to arrange meetings and engagements.

Skills

Organizational skills

Communication skills

Problem-solving skills

Multitasking ability

Education

Bachelor’s Degree in Business Administration

Tools

SAP

Concur

Salesforce

Microsoft Office Suite

Job description

Req ID:487266

Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation. Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility solutions. Joining us means joining a caring, responsible, and innovative company where more than 70,000 people lead the way to greener and smarter mobility, worldwide

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.

Could you be the full-time Executive Assistant in the Greater Toronto Area, Canada, we’re looking for?

Your future role

Take on a new challenge and apply your organizational and administrative expertise in a dynamic and fast-paced environment. You’ll work alongside supportive, resourceful, and collaborative teammates.

You'll play a pivotal role in ensuring the smooth operation of a director-level position within Services NAM. Day-to-day, you’ll work closely with internal teams, external stakeholders, and business leaders across the organization, manage complex schedules and travel arrangements, and much more.

You’ll specifically take care of calendar management and travel coordination, but also support departmental reporting and stakeholder communications.

We’ll look to you for:

• Managing all travel arrangements, approvals, and expense claims while ensuring compliance with corporate policies.

• Overseeing the calendar of the Business Unit Lead for Ontario, including prioritizing meetings, briefing for critical engagements, and scheduling conference calls.

• Prioritize and confirm critical meetings, identify alternates when the BU Lead is unavailable, and ensure the BU Lead is briefed in advance.

• Interfacing with customers to arrange meetings, conference calls, site visits, and other engagements.

• Handling online purchasing requisitions, staffing requests, IT requests, and other electronic approvals in consultation with the BU Lead.

• Preparing, distributing, and filing departmental reports, dashboards, emails, and business communications while following up on deliverables.

• Organizing and managing complex contract documents, agreements, and presentations for quick accessibility and review.

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:

• Bachelor’s Degree (a College Degree in Business Administration is desirable).

• 5+ years of experience in a senior administrative capacity supporting department head-level positions.

• Demonstrated ability to manage administrative functions in a fast-paced, complex environment.

• Proficiency in corporate software applications such as SAP, Concur, Salesforce, and cloud-based data management tools.

• Knowledge of or familiarity with Alstom processes, software applications, and organizational structure (preferred).

• Advanced skills in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.

• Strong verbal and written communication skills, with a positive and adaptable attitude.

• Proven organizational skills, multitasking ability, and attention to detail.

• Self-motivation, willingness to take on challenges, and ability to work independently.

• Resourcefulness and problem-solving skills to handle changing priorities effectively.

• Flexibility to work in a Toronto-based office part of the week and remotely at other times.

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 monotonous daily routines.

• Collaborate with cross-functional teams and helpful colleagues.

• Contribute to innovative projects that make a real impact.

• Utilize our flexible working environment to balance your professional and personal life.

• Steer your career in whatever direction you choose across functions and countries.

• Benefit from our investment in your development, through award-winning learning programs.

• Progress towards new opportunities within a global organization.

• Receive a fair and dynamic reward package that recognizes your performance and potential, plus comprehensive and competitive social coverage (life, medical, pension).

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.

Alstom is the leading company in the mobility sector, solving the most interesting challenges for tomorrow’s mobility. That’s why we value inquisitive and innovative people who are passionate about working together to reinvent mobility, making it smarter and more sustainable. Day after day, we are building an agile, inclusive and responsible culture, where a diverse group of people are offered opportunities to learn, grow and advance in their careers, with options across functions and geographic locations. Are you ready to join a truly international community of great people on a challenging journey with a tangible impact and purpose?

Equal opportunity statement:
Alstom is an equal opportunity employer committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected. All qualified applicants are considered for employment without regard to race, colour, religion, gender, sexual orientation, gender identity, age, national origin, disability status, or any other characteristic protected by local law.

Job Type: Experienced