About Alstom
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, more than 80,000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

Under the supervision of the department director, the administrative assistant carries out administrative management work and coordination of all department activities, supporting the tender team and carrying out administrative tasks efficiently, dynamically and amicably. This is a varied role with responsibilities requiring strong skills in administration, IT, organization, communication and a proactive attitude.

Responsibilities

Act as point of contact for the bids team

Maintain the professional agenda of the Department Director, organize meetings and appointments, and carry out follow‑ups

Produce reports, presentations and meeting minutes

Develop and implement an effective electronic documentation and filing system

Manage travel and business trips

Book travel in the Alstom tool for the Director and his team (plane, train, hotel, rental vehicle, etc.)

Manage VISA processes if necessary for business travel

Manage expense reports in the Concur tool

Management of timesheets in Kronos, Alista and CAT/GSI – check all timesheets from the team are completed and approved on time

Manage invoices related to services purchased by the Department

Monthly follow‑up of Tender budgets





Create purchase requests and follow up until invoices are paid

Support the Director in organizing events outside the site

Welcome the various stakeholders on site, including transport/meal aspects etc.

Manage priorities and conflicting needs; handle issues quickly, proactively and follow through on projects to completion, often with deadline pressures

Required Qualifications

Sec V

3 years of professional experience

Bilingual French & English; knowledge of a language other than French is an asset when dealing with our international partners, suppliers, colleagues and customers. In Quebec, French remains the main working language of our company.

Proficiency learning new software applications

Proven ability to handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer service and response

Strong organizational skills that reflect the ability to perform and manage multiple tasks seamlessly with excellent attention to detail

Very positive interpersonal skills and ability to establish relationships with internal and external stakeholders

Demonstrated proactive approaches to problem solving with strong decision‑making ability

Emotional maturity

Demonstrated ability to achieve high performance objectives and meet deadlines in a fast‑paced environment

Proficiency in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint); an asset: knowledge of SAP is an asset

Equal Opportunity
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.

#J-18808-Ljbffr

📌 Administrative Assistant (Quebec City)
🏢 ALSTOM
📍 Quebec City