Project Administrative Assistant

Alstom; Saint-Bruno; On-site; CAD 30,000 - 60,000; Full time

Job summary

A global leader in transport seeks a full-time Project Administrative Assistant in Saint-Bruno. You will support the Project Director by managing calendars, coordinating meetings, and assisting with onboarding. Ideal candidates hold an undergraduate degree, have at least 5 years of administrative experience, and are fluent in French and English. This role offers opportunities for growth in a dynamic and inclusive work environment with competitive benefits.

Benefits

Flexible and inclusive working environment

Comprehensive and competitive social coverage

Qualifications

• Minimum 5 years of experience in administrative support.
• Ability to anticipate and solve issues autonomously.

Responsibilities

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

Skills

Expert-level proficiency in Microsoft 365 tools

Fluency in French and English

Strong prioritization skills

Excellent multitasking and organizational abilities

Team-oriented mindset

Education

Undergraduate degree or higher

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.

Could you be the full-time Project Administrative Assistant in Saint Bruno we’re looking for?

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 BART 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.

We’ll look to you for:

• Maintaining the Project Director’s calendar and ensuring efficient time management
• 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)

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.