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, there’s something for everyone to get stuck into. And that’s where you come in.
Toronto, Ontario, Canada (Hybrid)
We are looking for an Administrative Assistant to join our team in Toronto!
The successful candidate will provide administrative and individual support to the leadership team, as well as other senior staff and other Executive members on an ad hoc basis.
This will start as a 12-month contract with high potential for long-term employment.
Key Responsibilities:
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Provides professional contact for all Executive levels within the global organization
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Establishes positive, professional relationships with key contacts both inside GTS, as well as with customers senior management offices
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Manages time / calendar, books meetings, reserves boardrooms and sets up any equipment required for meetings and presentations for the VP's, with advance planning of up to 12 months, ensuring business calendar coincides with personal life and works to create a balance
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Arranges travel, accommodations, related details and confirmations for executives and their departments
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Provides individual support for the URS EXCOM including staff located in other countries
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Sets up meetings and produces and distributes meeting minutes while working to support efficient working relationships within the team
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Works to ensure a collaborative team environment across Canada and internationally
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Leads regular meetings with administrative assistants and supports and mentor's administrative assistant team to build proficiency and ensure consistency among the team
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Maintains a system to track action items to ensure that information requested by the VP's or Executive team is received and deadlines are met
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Ensures regular meetings take place with all direct staff and corporate contacts
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Manages contact lists/database
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Leads and coordinates internal and offsite meetings/seminars including travel arrangements, schedules, activities, facilities, and overall logistics
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Prepares routine general correspondence, company documents, letters, reports, memorandums, minutes, and presentations
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Processes incoming/outgoing mail, faxes, e-mails and all correspondence
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Manages administration, documentation and reports for the VP's
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Organizes travel, arranges and schedules meetings, produces various reports and correspondence, maintains and coordinates proper approval levels and is responsible for providing day to day administrative support
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Support efficient flow of information (transfers, promos, new hires)
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Coordinates and supports organizational activities (AAD’s, Goal setting, Budget planning, etc.)
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Coordinates customer visits and provides support to VP's, Directors and Managers to facilitate successful meetings/events
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Fields calls and responds/redirects enquiries
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Processes and verifies paperwork such as expense reports, SAP requirements, pre-travel authorizations, vacation requisitions, invoices, etc.
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Maintains and updates yearly schedules
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Orders and controls budget for office supplies
Required Skills and Experience:
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5+ years of administrative experience
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Excellent interpersonal, organizational and communication skills
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Strong organizational skills, initiative and ability to work independently
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Ability to balance priorities between multiple projects
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Foster efficient working relationships with internal and external stakeholders
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Accurate and efficient administration skills and strong attention to detail
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Ability to work with people at all levels in the organization
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Computer skills: Windows (Excel, Word, PowerPoint, Outlook)
Preferred Skills and Experience:
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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
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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
.
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