Executive Assistant

at  ALSTOM

Req ID:464236
At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day, more than 80 000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.
At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day, 80,000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.
Could you be the Executive Assistant we’re looking for? Position is full time, on site and based in Dubai, United Arab Emirates.

YOUR FUTURE ROLE

Take on a new challenge and apply your comprehensive administrative and organizational expertise in a new cutting-edge field. You’ll work alongside proactive, detail-oriented, and collaborative teammates. You’ll provide pivotal support to the Gulf Managing Director, enhancing the efficiency of our leadership. Day-to-day, you’ll work closely with teams across the business (General Management, external vendors), coordinate high-level meetings, manage complex schedules and much more.

We’ll look to you for:

• Maintain professional agenda, arrange meetings and appointments,
• Prepare, review, and distribute correspondence, reports, presentations, and other documents,
• Handle incoming and outgoing communications, prioritizing and responding as appropriate,
• Travel and logistics management; Creation and end-to-end management of all travels in relation with the travel agency and management of VISA processes and expense claims,
• Take charge of all Purchase Request, Purchase Orders including managing external vendor queries,
• Acting as the point of contact between the Managing Director and internal parties,
• Coordinate with internal teams to facilitate the flow of information and support cross-functional initiatives,
• Organize and manage meetings, including agenda preparation, minute-taking, and follow-up on action items,
• Serve as the point of contact for key external stakeholders, including clients, partners, vendors, and regulatory bodies,
• Assist in coordinating external engagements, such as business meetings, events, and marketing activities
• Play an active role in receiving VIP guests and lead ground support with different stakeholders

• Coordinate effective support of receptionist and driversResponsible for purchasing office supply and equipment and sustaining overall office maintenance

We value passion and attitude over experience. That’s why we don’t expect you to have every single skill. Instead, we’ve listed some that we think will help you succeed and grow in this role:

• Bachelor’s degree or equivalent,
• Experience with executive level calendar management
• Knowledge of professional agenda management, meeting coordination, and travel arrangements,
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook),
• Excellent verbal and written communication skills in English, knowledge of Arabic is preferred,
• Ability to work independently and prioritize tasks with a high level of accuracy,
• High level of attention to detail, can-do attitude and ownership mindset
• Ability to anticipate, communicate with people at all levels
• Demonstrated ability to build and maintain strong relationships with diverse stakeholders,
• Capacity to handle sensitive information with discretion and maintain confidentiality