Project Assistant

Job description

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. POSITION IN THE ORGANISATION Reports directly to: Project Manager Network & Links : Internal Project team Management External customer providers (Carlson Wagonlit,hotels, ..) ACCOUNTABILITIES & AUTHORITIES 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 EXPERIENCE PREREQUISITES & REQUIRED COMPETENCES 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 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. 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. The position is located in northern Israel.