Executive Assistant - Operations

Wabtec; City of Plattsburgh (NY); On-site; USD 33,062 - 38,572; Full time

Benefits offered by this job

Health benefits

Retirement benefits

Annual bonus

Job summary

Vapor Stone Rail Systems, a part of WABTEC Corp, seeks an experienced Executive Assistant to provide comprehensive administrative support at its Plattsburgh, NY location. You will manage the director's calendar, prepare documents and presentations, respond to correspondence, organize meetings, and coordinate travel.

The role requires 5+ years in executive support, strong MS Office skills, and the ability to work independently with excellent organizational and communication abilities.

Qualifications

• College degree in secretarial or office automation, or equivalent work experience.
• Minimum of 5 years of experience in an executive assistant position.
• Good knowledge of Microsoft Office suite software (Word, Excel, PowerPoint).
• 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.
• Professional discretion and confidentiality.
• Resistance to stress and time constraints.

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.
• Answer 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.
• Act as an intermediary between the Director of Operations, the Plattsburgh management team and the employees when needed.
• Ensure the normal flow of written communications, maintain schedules, make necessary arrangements and keep records up to date.
• Compile data and prepare reports as needed for Director, PM, Mfg Eng.
• Sort mail, including preparing and distributing outgoing mail.
• Organize event details such as menus, accommodation, audio‑visual equipment, improved services, agenda and road maps.
• Assist the Internal Travel Service with travel preparations by providing relevant information relating to travel reservations (e.g., car, rental, hotel).
• Order office, cafeteria and cleaning supplies.
• Maintain uniform contract and work with the uniform company for any issues.
• Maintain 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.
• Maintain company vehicle – responsible for scheduling maintenance, detailing and booking vehicle for trips.
• Other duties as assigned.

Skills

Microsoft Office

Executive support

Organization

Communication

Prioritization

Independence

Education

College degree in secretarial or office automation

Tools

Microsoft Office

Job description

Job Description

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 and door systems, along with an array of aftermarket parts and services.

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.
• Answer 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.
• Act as an intermediary between the Director of Operations, the Plattsburgh management team and the employees when needed.
• Ensure the normal flow of written communications, maintain schedules, make necessary arrangements and keep records up to date.
• Compile data and prepare reports as needed for Director, PM, Mfg Eng.
• Sort mail, including preparing and distributing outgoing mail.
• Organize event details such as menus, accommodation, audio‑visual equipment, improved services, agenda and road maps.
• Assist the Internal Travel Service with travel preparations by providing relevant information relating to travel reservations (e.g., car, rental, hotel).
• Order office, cafeteria and cleaning supplies.
• Maintain uniform contract and work with the uniform company for any issues.
• Maintain 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.
• Maintain company vehicle – responsible for scheduling maintenance, detailing and booking vehicle for trips.
• Other duties as assigned.

Qualifications

• College degree in secretarial or office automation, or equivalent work experience.
• Minimum of 5 years of experience in an executive assistant position.
• Good knowledge of Microsoft Office suite software (Word, Excel, PowerPoint).
• 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.
• Professional discretion and confidentiality.
• Resistance to stress and time constraints.

Physical Demands

• Primarily sitting at a desk up to 8 hours a day.
• Standing, bending, twisting may be required.
• Ability to lift 40 lbs.
• Wearing PPE including hearing protection, hard hat, bump cap, cut‑resistant gloves, safety glasses and steel/composite toe shoes when required.
• Must successfully pass initial and random drug screenings.
• May require step stools or ladders.

Benefits

Health, welfare and retirement benefits are available. Other benefit offerings may include an annual bonus if eligible. More information on offered benefits is available at mywabtecbenefits.com.

Equal Opportunity Employment

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.

Compensation

$24–$28 per hour.