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.