Project Assistant

PURPOSE OF THE JOBprovide a confidential, effective and professional service to the Manager and his/her teamassist the Manager to guarantee time efficiency, communication and organizationprovide support on any specific subjects linked to the activities of the department.POSITION IN THE ORGANISATIONReports directly to:Project ManagerNetwork & Links :InternalProject teamManagementExternalcustomerproviders (Carlson Wagonlit,hotels, ..)ACCOUNTABILITIES & AUTHORITIESKey accountabilities:Managing and recording annual leave of Project teamLiaising with project team on a regular basis to obtain various information for the PMCompiling reports for Project reviewsArranging meetings – including room bookings, equipment, refreshments, etcCustomer liaison – build up relationships with the customers at all levels and become a reliablepoint of contact for themManage the office – reception of visitors, room allocation, post, invoices, lunches etcTravel arrangements – flights/hotel bookings -visaManage expenses sheets in the e-toolsDiary managementEmail management: where appropriate responding on Operations Director’s behalf / fieldingtelephone callsPrepare agendas for the meetings, write minutesProvide support in making PowerPoint presentationsManage DA and follow payment of invoicesProvide the necessary support to new comers in the teamEXPERIENCE PREREQUISITES & REQUIRED COMPETENCESEducational RequirementsIT skills – competent user of Word, Excel packages, Lotus Notes Email, Internet. Good command of software (word, excel, PowerPoint, Outlook…) and computerCompany’s intranet travel bookings (Carlson Wagonlit)Desirable:shorthand and typingSenior Secretary courseExperienceMandatory:Good knowledge of Alstom & other functional areas within the organizationFlexible and the ability to multi taskCalendar 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 & SkillsTrustworthy / Confidential / DiscretionSense of urgencyAutonomy, good sense of initiative and ability to anticipate and solve issuesQuality rather than quantity serviceReactivityTeam-spirit and customer focusedMultitasking – 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.Job Segment: Document Management, Project Manager, Technology