Secretary

Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation. Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility solutions. Joining us means joining a caring, responsible, and innovative company where more than 70,000 people lead the way to greener and smarter mobility, worldwide 

JOB TITLE & JOB CODE

Job Title :-  Secretary

PURPOSE OF THE JOB

 Secretary will work directly with the Country CFO and CHRD and assist them on their strategy preparation and data analysis. He/she will also provide a confidential, efficient administrative and professional service.

ORGANISATION

Organization structure (job belongs to)

APAC

Reports directly to:

Country CHRD, CFO

Other reporting to:  

Other Country Leaders as needed

Direct reports:

NA

Network & Links

Internal

• Business MD / Business Leaders

External

MAIN RESPONSIBILITIES  

Responsibilities for this position include:

• Maintains Managers' calendars by planning and scheduling meetings, conferences, teleconferences, and manage the travel itenary.
• Maintains, schedules, manages and owns the calendar
• Manage all communications and correspondences on behalf of the CHRD and CFO Maintains confidentiality of all information dealt at the CXO office Prepares reports and also responsible for recording minutes of the meeting.
• Performs diversified and confidential administrative duties for the CXOs
• Responsible for all Interview schedules of the CXOs that includes coordination of interviewing schedule 8+ years of experience as an Executive Assistant to CXOs
• A can-do attitude and be willing and committed to do whatever it takes to help the team meet and surpass goals and objectives. Must thrive in a fast-paced and complex work environment and be up for the challenge. Great opportunity to showcase skills and learn.
• Articulate, professional and effective verbal and written communication skills
• Must be highly organized, thrive under pressure, be proactive, flexible, reliable and highly confidential Be very tactful and diplomatic
• Organizing travels arrangements and preparing complete travel itineraries for recieving Global leaders and dignitaries. 
• Scheduling Meeting and Appointments for CXOs as required
• Submission of Bills and settlement of expense against advance taken.
• Keeping and maintaining an accurate record of all important papers and other personal correspondence on Behalf of the Chairman.
• Booking of Flights and Hotels for Domestic & International
• Receive and screen incoming calls and visitors, determine which are priority matters, and alert the executive accordingly.
• Prepare agenda and collect materials for meetings, speeches, and conferences; take minutes and keep records of proceedings as required.
• Plan and coordinate arrangements for professional both video & audio conferences.
• Coordinate and facilitate the executive's calendar to arrange appointments, meetings, and conferences.
• Attend meetings as executive's representative; report on proceedings

MAIN REQUIRED COMPETENCES

Educational Requirements 

Mandatory:

• Graduation in any discipline

Desirable:

• Experience working as Executive Assistant in past preferably in complex global organizations

Experience

Mandatory:

• 8 years’+ hands-on experience
• Aptitude and enthusiasm to work with data in order to present metrics, results, progress updates and compliance information
• Experience writing macros in Microsoft Excel
• Experience using Microsoft Visio for creating process flows and diagrams
• Proficiency in MS Excel and PowerPoint  
• Excellent written and oral communication skills