Project Assistant

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.

Job Segment: Document Management, Project Manager, Technology