ALSTOM
Administrative Assistant, Information Systems
Thu, 13 Aug 2009 10:17 AMFull-Time
Richmond, VADescription
Job Summary
The Administrative Assistant provides administrative support to the Director, Information Systems. Directs, controls, and provides clerical and administrative support for other associates within a department of 30+ associates.
Essential Responsibilities
* Professionally represent the department to customers, suppliers and the rest of the ALSTOM organization.
* Act as an office manager, during periods where the Director is traveling or otherwise not in the office.
* Interact with all levels of personnel within the department as required in the performance of job duties and in responding to information requests.
* Participate as member of Administrative Asst. Team to work toward continual improvement of administrative functions company-wide.
* Develop, organize and maintain administrative processes (filing, verbal and written communications, etc.).
* Help manage/consolidate the information needs within the department, including:
o Update and maintenance of Master vacation request forms
o Update and maintenance of Whereabouts Calendar
o Generation of routine statistics and resultant reports
o
Distribute Telecom reports as required
* Assist in development of intranet home page to accomplish visibility and develop a professional image.
* Prioritize tasks, work independently and manage time effectively to accomplish tasks with minimal supervision.
* Schedule appointments, maintain agendas, arrange meetings and organize meeting rooms as requested.
* Process department American Express Purchasing card invoices/payments as required
* Create department communications to enhance understanding of roles, objectives and strategic plans
* Maintain department organization charts
* Process personnel change requests and requisitions in HR workbench system
* Arrange and book travel (air, car, hotels, etc) for the best overall value to the traveler and ALSTOM.
* Other support activities to assist the Director of the department
* Assure utilization of Total Quality concepts dedicated toward continual improvement for all administrative functions.
* Work independently and manage time effectively.
* Make effective use of Lotus Notes applications.
* Handle and screen incoming calls, correspondence, faxes and reports in a professional manner.
* Compose letters, memos and similar correspondence including meeting minutes.
* Coordinate travel arrangements and process expense reports.
* Order and maintain office supplies.
* Interact with all levels of the organization.
How to Apply
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