Site Administrative Assistant

We create smart innovations to meet the mobility challenges of today and tomorrow. We design and manufacture a complete range of transportation systems, from high-speed trains to electric buses and driverless trains, as well as infrastructure, signalling and digital mobility solutions. Joining us means joining a truly global community of more than 38 900 people dedicated to solving real-world mobility challenges and achieving international projects with sustainable local impact.

Main Areas of Responsibility:

  • Greet clients and visitors;
  • Sort incoming mail and prepare outgoing mail (paper and electronic);
  • Manage and transfer incoming calls;
  • EHS induction for colleagues, visitors, suppliers and/or contractors
  • Coordinate and arrange meetings, prepare agendas, and prepare minutes of meetings to tight timetables;
  • Record meetings minutes, answer phone calls and escalate relevant information to management. 
  • Manage agendas to schedule these meetings and other appointments;
  • Book travel for directors and managers;
  • Reconcile and submit expense reports for the directors and managers;
  • Deal with sensitive information in full confidentiality
  • Payroll reporting
  • Initial AP invoice processing
  • New employees emboarding
  • Prepare weekly KPI
  • Compile and prepare correspondence and reports; research and respond to administrative issues and inquiries. 
  • Assist with creating, editing spreadsheets and presentations;
  • Assist in the preparation of regularly scheduled reports;
  • Drafting documents and translating letters ( English) 
  • Provides administrative support to the project team, including but not limited to: general administrative and content support, document translation and other modifications as needed. 
  • Proofread documentation prepared by others;
  • Produce and distribute correspondence memos, letters, faxes and forms;
  • Create purchase request for the team in GSI (SAP), do the goods and services receipts in GSI (SAP) and approve digital invoicing in DIP.
  • Review, verify, complete and consolidate time sheets through Alista for  the production (Alstom time management system)
  • Act as a site KU on different application
  • Provide administrative support to management and;
  • Other duties as assigned.

 Team Values:

  • Agile
  • Integrity
  • Professionalism
  • Teamwork

 Skills & Requirements

  • University or Collegial Degree with at least 5 years of practical experience in a similar role or equivalent work experience, assisting a management team. 
  • Intermediate skills using a variety of computerized software packages such as; Microsoft Word, Excel, Access and PowerPoint. 
  • Ability to communicate effectively and excellent written and verbal communication skills in English (French an asset);
  • Strong abilities in report writing and presentation creation. 
  • Ability to work effectively, both independently and as part of a team. 
  • Good analytical skills, able to influence others and support on process implementations. 
  • Effective scheduling and time management skills, able to prioritize, organized. 
  • Ability to respond to changing priorities and unforeseen circumstances. 
  • Ability to work under pressure and meet deadlines;
  • Ability to work within all hierarchy levels of the organisation

An agile, inclusive and responsible culture is the foundation of our company where diverse people are offered excellent opportunities to grow, learn and advance in their careers.  We are committed to encouraging our employees to reach their full potential, while
 valuing and respecting them as individuals.

Salary Range
$40,000.00 - 45,000.00
per Year
Salary range estimated by
Ottawa, ON, CA