Executive Assistant

About Us

A career at Hitachi Rail will help create a legacy. With operations in every corner of the world, our work goes to the cutting-edge of digital transformation and technology. From the multi-cultural strength of our global organisation to the sustainable and innovative ways we work to bring people together, theres something for everyone to get stuck into. And thats where you come in.

Description

HITACHI RAIL is looking for an enthusiastic self-motivated Project Support / Executive Assistant who thrives in a fast-paced environment. The position is based in downtown Toronto, ON.

Accountabilities

• Organizes, Manages and maintains calendar and appointments for senior DBJV leadership and DBJV Board.
• Responds to client and team members emails, telephone calls, relay messages and handles incoming communications.
• Composes correspondence, letters and prepares documents, powerpoint presentations as well as management reports.
• Prepare and have access to highly confidential and sensitive information on an ongoing basis, with expectation of complete confidentiality on all business matters.
• Arranges and coordinates meetings and events at the request of the Director and management team.
• Makes necessary travel arrangements, prepares itineraries and expenses reports.
• Prepares Management Committee agenda, compiles documents for meetings, minutes and action lists, and updates Management Committees share point.
• Prepares Project Management agendas, minutes and follows up on actions completion with the team members and stakeholders.
• Files documents as well as reference materials, electronically and physically, as appropriate.
• Acts as the liaison between the Director and the Leadership Team.
• Interacts with internal and external clients.
• Conducts research, collects and analyses data to prepare project reports and documents.
• Prepares timesheet and monitors and codes incoming invoices.
• Build, nurture, and foster relationships with internal and external partners.
• Proactively follow-up on issues to ensure they are resolved.
• Lead by example in understanding and adhering to the Connect 6ix and Hitachi Rail Code of Ethics and in all HSE initiatives.
• Perform other ad-hoc duties as assigned.
• Holds Confidentiality to the highest of standards.
• Exemplifies a professional presence and communication.

Qualifications and Education Requirements

• 4 years of experience in administrative role reporting directly to upper management
• Diploma in Business Administration or any other relevant information.
• Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems

Preferred Skills

• Experience overseeing budgets and expenses
• Experience developing internal processes and filing systems
• Excellent knowledge of organization and relationships.
• Professionalism in Judgment and Integrity.
• Ability to work in a team environment and also in a workplace where there is pressure in an autonomous role.
• Rapid decision-making skills.
• Good report writing and presentation skills.
• Maintaining confidentiality to manage confidential material and situations.
• Ability to manage several tasks, while maintaining a positive attitude (priority and time management, as well as versatility).
• Advanced Microsoft Office Suite (Outlook, Word, excellent knowledge of Excel and PowerPoint);
• Excellent communication skills (Written / Oral in English)

Benefits: Hitachi Rail employees enjoy a comprehensive benefits package including Competitive Pay, Medical, Dental and Vision Insurance, Long Term Disability, Life & Accident Insurance, a Retirement Savings Plan, and Paid Vacation. We also offer a number of Work/Life Programs such as Flextime and a variety of Training and Development opportunities.

We thank all applicants for their interest; however, only those under consideration will be contacted. Join us at www.Hitachi Rail-sts.com/en/careers.

It is our commitment at Hitachi Rail to create a diverse environment and we are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

We would be delighted if you would be one of our followers!

Have a glance at our LinkedIn page https://www.linkedin.com/company/hitachirailsts/

Thank you for your interest in Hitachi Rail. If your application is of interest, we will be in contact. Please do not hesitate to discover more about us and our latest jobs at https://www.hitachirail.com/careers.

At Hitachi Rail, there is a place for everyone. We welcome and value differences in background, age, gender, sexuality, family status, disability, race, nationality, ethnicity, religion, and world view. It is our commitment to create an inclusive environment - we are proud to be an equal opportunity employer.

We would be delighted if you would be one of our followers at https://www.linkedin.com/company/hitachirail