Executive Assistant & Office Manager

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 onsite Executive Assistant in Rochester, NY, US we're looking for?

Your future role

Take on a new challenge and apply your multifaceted and seasoned expertise in a new cutting-edge field. You'll work alongside dedicated, dynamic, and collaborative teammates. You'll contribute significantly to the smooth operation and strategic management of our business unit. Day-to-day, you'll work closely with teams across the business (Human Resources, Legal, Finance, IT), execute administrative tasks with professional acumen, and much more.

We'll look to you for:

• Organizes management meetings and team events for the Business unit/ Supporting logistics organization for the business unit,

• Serving as a point of contact for the Business unit team and supporting team in efficient organization of meetings,

• Develop and carry out an efficient documentation and electronic filing system,

• Perform facility management duties (mailing reception, facility management coordination with tenant, procedures for site management in compliance with Alstom procedures, security, etc.),

• Travel management; Creation and end-to-end management of all travels in relation with the travel agency and management of VISA processes and expense claims,

• Invoice management; Suppliers creation, purchase Orders creation and follow-up with suppliers and accounting department with managing expenses,

• Produce reports, presentations

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:

• Experience or understanding of executive administrative duties and office management,

• Knowledge of MS Office, with expertise in Word, PowerPoint, and Excel,

• Familiarity with office management systems and procedures,

• Proactive and efficient responses to pressing issues and challenges,

• Excellent problem-solving, critical thinking, and communication skills,

• Discretion and confidentiality,

• Notary certification or willingness to obtain it,

• Ability to multitask and prioritize daily workload

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:

• Work with a diverse range of internal and external stakeholders, including Human Resources, Legal, Finance, Administration, IT, customers, local technical partners, external suppliers, and travel agencies,

• Collaborate with transverse teams and helpful colleagues,

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

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 a global company where our people vision and values embrace Diversity and Inclusion (D&I). Wherever we operate and across all our businesses, we want to create an inclusive culture in which diversity is welcomed and appreciated. By bringing together people from diverse backgrounds and giving everyone the opportunity to contribute with their knowledge, skills, experiences and perspectives, we also generate value for Alstom and its stakeholders.

Employment at Alstom is based solely on a person's merit and qualifications directly related to professional competence. Alstom does not discriminate against any employee or applicant because of race, creed, colour, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related condition (including breastfeeding), or any other basis protected by law.

It is Alstom's policy to comply with all applicable national, state and local laws pertaining to non-discrimination and equal opportunity. The Company's Equal Employment Opportunity (EEO) policy, as well as its affirmative action obligations, includes the full and complete support of the Company. Because it's just the right thing to do. We hope you think so, too.

Job Type:Experienced