Project Assistant

PURPOSE OF THE JOB

• provide a confidential, effective and professional service to the Manager and his/her team
• assist the Manager to guarantee time efficiency, communication and organization
• provide support on any specific subjects linked to the activities of the department.

Educational Requirements

• IT skills – competent user of Word, Excel packages, Lotus Notes Email, Internet. Good command of software (word, excel, PowerPoint, Outlook…) and computer
• Company’s intranet travel bookings (Carlson Wagonlit)

Desirable:

• shorthand and typing
• Senior Secretary course

Experience

Competencies & Skills

• Trustworthy / Confidential / Discretion
• Sense of urgency
• Autonomy, good sense of initiative and ability to anticipate and solve issues
• Quality rather than quantity service
• Reactivity
• Team-spirit and customer focused
• Multitasking – Prioritizing, meeting deadlines, and maintaining order and structure.
• Attention to detail – Accuracy in documents, meeting coordination, and adherence to procedures.
• Problem-solving skills – Quick response to unexpected challenges, resourcefulness, and initiative.
• Professional communication – Both written and verbal, including drafting business correspondence.
• Customer service orientation – Responding to clients, suppliers, and employees politely and professionally.
• Confidentiality and discretion – Handling sensitive information and maintaining privacy.

Reports directly to:

• Project Manager

Network & Links:

Internal

• Project team
• Management

External

• customer
• providers (Carlson Wagonlit,hotels, ..)

Key accountabilities:

• Managing and recording annual leave of Project team
• Liaising with project team on a regular basis to obtain various information for the PM
• Compiling reports for Project reviews
• Arranging meetings – including room bookings, equipment, refreshments, etc
• Customer liaison – build up relationships with the customers at all levels and become a reliable
• point of contact for them
• Manage the office – reception of visitors, room allocation, post, invoices, lunches etc
• Travel arrangements – flights/hotel bookings -visa
• Manage expenses sheets in the e-tools
• Diary management
• Email management: where appropriate responding on Operations Director’s behalf / fielding

telephone calls

• Prepare agendas for the meetings, write minutes
• Provide support in making PowerPoint presentations
• Manage DA and follow payment of invoices
• Provide the necessary support to new comers in the team

Mandatory:

• Good knowledge of Alstom & other functional areas within the organization
• Flexible and the ability to multi task
• Calendar and meeting coordination – Including scheduling across multiple stakeholders, preparing meeting materials, and documenting decisions.
• Document management – Creating, editing, filing, backing up, and distributing business documents.
• Basic financial understanding – Handling invoices, collections, budget tracking, and preparing materials for accountants.