Executive Assistant - Operations

Wabtec; City of Plattsburgh (NY); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Annual bonus (if eligible)

Job summary

Vapor Stone Rail Systems is a part of WABTEC Corp and has been in Plattsburgh NY since 1998. We are seeking an Executive Administrative Assistant of Operations to support the Director of Operations across two sites and handle office management duties.

You will manage calendars, prepare documents and reports, coordinate travel, and liaise with customers, suppliers and executives. On-site presence is required to ensure smooth daily operations.

Qualifications

• College degree in secretarial or office automation or equivalent experience preferred
• Minimum 5 years of experience in an executive assistant position
• Strong knowledge of Microsoft Office (Word, Excel, PowerPoint)

Responsibilities

• Provide full administrative support, including documents and presentations; respond to correspondence and organize meetings
• Maintain the Director of Operations' calendar, schedule, and records
• Answer phones and route calls appropriately
• Collaborate with executives, customers, suppliers, visitors and other senior executives
• Act as intermediary between the Director, Plattsburgh management and employees as needed
• Prepare reports/data for leadership and manage travel arrangements
• Order office, cafeteria and cleaning supplies; coordinate travel logistics
• Maintain printers and IT-related tasks; support safety and vehicle duties
• Other duties as assigned

Skills

Executive support

Office management

Microsoft Office

Communication

Organization

Education

College Degree in secretarial or office automation

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

• Job Family: Administrative/Office Support
• Compensation: USD 24 - USD 28 - hourly

Job Description

Who will you be working with?

Vapor Stone Rail Systems is a part of WABTEC Corp and has been in Plattsburgh NY since 1998. We offer a wide range of products and services for locomotives including HVAC units, Doors, Door systems along with an array of aftermarket parts and services.

How will you make a difference?

The Executive Administrative Assistant of Operations will be responsible for assisting the Director of Operations in the day-to-day operations of the two sites of the Plattsburgh, NY plant. He/She will also have Office Management responsibilities

• Provide full administrative support, including preparing documents and presentations; respond to correspondence received, requests and telephone calls; write letters; organize meetings; write and distribute minutes
• Maintain the calendar, daily schedule and administrative records of the Director of Operations
• Answers phones for the facilities and transfer calls appropriately.
• Collaborate with executives inside and outside the company: with customers, suppliers, visitors and other senior executives from different sites
• When needed, act as an intermediary between the Director of Operations, the Plattsburgh management team and the employees.
• Ensure the normal flow of written communications, maintain schedules, make the necessary arrangements and keep records up to date
• Compile data and prepare reports, if necessary for Director, PM, Mfg Eng. as needed
• Sort mail, including preparing and distributing outgoing mail
• Organize event details such as menus, accommodation, audio-visual equipment, improved services, agenda and road maps
• Assisting the Internal Travel Service with travel preparations by providing relevant information relating to travel reservations (e.g., car, rental, hotel, etc.)
• Responsible for ordering office, cafeteria and cleaning supplies.
• Maintains uniform contract and works with uniform company for any issues
• Maintains all printers in both facilities- responsible for supply ordering, IT tickets and working with the Xerox tech for onsite projects.
• Assist the safety coordinator with reports or other administrative tasks.
• Maintains company vehicle – responsible for scheduling maintenance, detailing and assists with booking vehicle for trips.
• Other duties as assigned

What do we want to know about you?

REQUIRED EXPERIENCE AND QUALIFICATIONS

Minimum Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

• College Degree in secretarial or office automation or equivalent work experience preferred
• Have a minimum of 5 years of experience in an executive assistant position
• Good knowledge of Microsoft Office suite software (Word, Excel, PowerPoint)

Knowledge, Skills and Abilities:

• Dynamism, rigor and ability to work independently
• Great sense of organization
• Good management of priorities and respect of deadlines
• Ability to communicate easily and effectively
• Force of proposals and improvements
• Know how to keep a certain professional discretion and keep confidential information
• Resistance to stress and time constraints

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear. Employee is required to be on-site to assist in day to day operations and perform daily duties.

What will your typical day look like?

• The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment. During visits to areas of operations, may be exposed to extreme cold or hot weather conditions. Is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and loud noise.

What about the physical demands of the job?

• Primarily sitting at a desk up to 8 hours a day.
• Standing, bending, twisting may be required
• Ability to lift 40lbs.
• Wearing PPE including but not limited to hearing protection, hard hat, bump cap cut resistant gloves at various times based on current project.
• Safety glasses & steel/composite toe shoes are required for entirety of shift.
• Must successfully pass initial and random drug screenings.
• May require step stools or ladders.

You may also be asked to perform other duties outside of your function or trade, for which adequate training will be provided if necessary.

Our job titles may span more than one career level. The salary range for this role is $24-$28 per hour. The base pay range is subject to change and may be modified in the future.

Wabtec will only employ those who are legally authorized to work in the U.S. for this opening. Any offer of employment is conditioned upon the successful completion of a drug screen (as applicable) and fitness for duty test (as applicable).

Additional Information

Our job titles may span more than one career level. The salary rate for this role is currently $24.00 to $28.00. The actual salary offered to a candidate may be influenced by a variety of factors, such as training, transferable skills, work experience, education, business needs, market demands and work location. The base pay range is subject to change and may be modified in the future.

• More information on offered benefits, which include health, welfare, and retirement, are available at mywabtecbenefits.com.
• Other benefit offerings for this role may include annual bonus, if eligible.

What could you accomplish in a place that puts People First?

At Wabtec, it’s not just about a job - it’s about the impact you make. When our people come together, we’re Expanding the Possible by continuously improving what we do and how we do it - for our clients and each other.

If you’re ready to revolutionize how the world moves for future generations, Wabtec is the place for you.

Who are we?

Wabtec is a leading global provider of equipment, systems, digital solutions, and value-added services for the freight and transit rail sectors. Drawing on more than 150 years of experience, we are leading the way in safety, efficiency, reliability, innovation, and productivity. Whether it’s freight, transit, ports, logistics, mining, industrial, or marine, our expertise, technologies, and people together – are accelerating the future of transportation. With roots that date back to George Westinghouse, Thomas Edison, and Louis Faiveley, Wabtec has always built technologies and implemented solutions for a variety of sectors that are critical to meeting the needs of customers and governments alike.

Our global team of about 30,000 employees worldwide delivers performance that moves the world forward. We’re lifelong learners, obsessed with better. Learn more at www.WabtecCorp.com.

Culture powers us and the possibilities.

We believe the best ideas come from a mix of experiences and backgrounds. At Wabtec, we strive every day to create a place where everyone belongs. We’re building a culture where leadership, inclusion and your unique perspective fuel progress.

We’re proud to be an Equal Opportunity Employer. We welcome talent of all backgrounds, experiences, and identities, including race, gender, age, disability, veteran status and more.

Need accommodation? Just let us know - we’ve got you.