Executive Assistant

2 weeks ago

Keysborough, Australia Wabtec Full time

Wabtec Corporation is a leading global provider of equipment, systems, digital solutions and value-added services for freight and transit rail. Drawing on nearly four centuries of collective experience across Wabtec, GE Transportation and Faiveley Transport, the company has unmatched digital expertise, technological innovation, and world-class manufacturing and services, enabling the digital-rail-and-transit ecosystems. Wabtec is focused on performance that drives progress, creating transportation solutions that move and improve the world. Wabtec has approximately 27,000 employees in facilities throughout the world. Visit the company’s new website at:

It’s not just about your careeror your job title it’s about who you are and the impact you are going to make on the world. Do you want to go into uncharted waters do things that haven’t been done to make yours and someone else's life better? Wabtec has been doing that for decades and we will continue to do so Through our people, leadership development, services, technology and scale, Wabtec delivers better outcomes for global customers by speaking the language of industry.

**Responsibilities**:

- Providing a high level of broad range of administrative support to the Executive Leadership Team to ensure smooth and efficient running of the workplace;
- Ensuring the office is operated professionally, effectively and efficiently by providing support in office management;
- Producing general correspondence, memoranda, PowerPoint presentations, tenders, reports and correspondence while maintaining a duty of high level confidentiality and react to sensitive information in a professional manner;
- Arrange corporate travel and appropriate Visa’s for the Executive Leadership Team and other employees/guests when requested incl. booking flights, ground transportation and accommodation whilst adhering to Company policies with respect to cost and appropriate travel times, etc;
- Coordination of Invitation letters for Visa purposes for international guests;
- Coordinating and/or attending internal/ external meetings as required; conducting minutes and arranging the production and distribution of agendas, minutes and other documentation. Organising meeting rooms, light refreshments and catering if required;
- Planning and coordination of events from internal site monthly Town Hall meetings, team events or strategy sessions through to external conferences;
- Organising all stationery and kitchen supplies; Liaison with building management, managing mail-outs; Developing and maintaining efficient administration processes and systems;
- Reconciliation of credit card expenditure for Directors; assisting the Leadership Team with filing and other administration duties as required; greeting guests, arranging light refreshments/catering as required; manage approvals/signature requests to ensure efficient workflow;
- Participation in, and commitment to, a culture of continuous improvement, quality, WH&S and operational excellence; and
- Undertake such other reasonable duties as may be assigned from time-to-time by the Vice President or other nominated representative of the Company.

Skills and Experience:

- Relevant tertiary (TAFE qualifications or equivalent) qualifications in office administration or equivalent;
- Valid motor vehicle driver license and must have own vehicle;
- Hands on experience in managing and coordinating general Office Support;
- Highly developed oral, written communication and interpersonal skills;
- Ability to handle confidential and sensitive information with discretion;
- A proven ability to establish strong working relationships with a diverse range of stakeholders;
- Highly motivated with strong problem-solving skills and the proven ability to organise and prioritise tasks in a fast-paced environment, meet deadlines while maintaining a consistently high quality of work, with strong attention to detail;
- Excellent computer skills including information retrieval, analysis and compilation of data and proficiency with MS Word, Excel and Project;
- Flexible and mature style; and
- Has a proactive approach and requires mínimal direction; ability to work autonomously and be part of a team.

Wabtec Corporation is committed to taking on the world’s toughest challenges. In order to fulfill that commitment we rely on a culture of leadership, diversity and inclusiveness. We aim to employ the world’s brightest minds to help us create a limitless source of ideas and opportunities. We believe in hiring talented people of varied backgrounds, experiences and styles people like you Wabtec Corporation is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or protected Veteran status. If you have a disability or special need that requires accommodation, please let us know.

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