Executive Assistant & Office Manager

What are we offering you?

• Permanent Full time position

• Rewards & Recognition Program

• Discounted health insurance with Medibank

• Novated Leasing options

• Lifestyle discounts with Woolworths, Coles, Avis, JB Hifi and 500+ other retailers

• Access to our Employee Assistance Program

Who will you be working with? We are in search of an Executive Assistant and Office Manager for our Keysborough facility. This position will support the Senior Regional Vice President, Australia, New Zealand, and Southeast Asia as an EA (Primary responsibility) and some other key senior leaders with travel and expenses management process. Additionally, this position will be responsible for Keysborough site office administration. This position requires occasional flexibility in hours to accommodate executive schedules and organisational needs.

Where is the position located? Keysborough, Victoria.

What will your typical day look like?

Executive Assistant

• Providing and maintaining a high level of confidential, accurate and well organized assistance to the Senior Regional Vice President;

• Completing a broad range of administrative tasks which include proactive diary management, composing and preparing correspondence, compiling documents for meetings and managing priorities and deadlines;

• Manage complex Calendar and diary ;

• Extensive travel coordination, domestic and international with the full suite of itineraries and prep packs;

• Ensure smooth, effective and seamless management of Senior Regional Vice President’s day to day operations; telephone, e-mails, and ensure that they are sufficiently prepared for the day's meetings;

• Execute high quality administrative processes;

• Reconciliation of credit card expenditure for another Director; assisting the Leadership Team with filing and other administration duties as required;

• Coordinate leadership team meetings, minutes and actions (Online and in-person events)

Office Manager

• Provide a high level of administration communication and coordination services – incorporating the liaison and consultation with staff at all levels to ensure the smooth running of the Keysborough site;

• Coordinate the purchasing of office stationery requirements and keep the supply areas organised and tidy;

• Draft quality written correspondence in a timely manner;

• Assist in organisation of meetings and staging of company events and conferences as necessary from time to time and coordinate the organisation of catering requirements within agreed budgets and timeframes;

• General administrative tasks.

What do we want to know about you?

• 5 years office administration / EA experience;

• Physical presence on Keysborough site is essential 

• 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 Powerpoint, Word, Excel and Project;

• Flexible and mature style; and

• Calm under pressure and requires minimal direction; ability to work autonomously but also as part of a team.

• Organised and proactive in your work approach with the ability to multi-task and prioritise work in a fast paced environment

What could you accomplish in a place that puts People First?

At Wabtec, it’s not just about a job - it’s about the impact you make. When our people come together, we’re Expanding the Possible by continuously improving what we do and how we do it - for our clients and each other.

If you’re ready to revolutionize how the world moves for future generations, Wabtec is the place for you.
 

Who are we?

Wabtec is a leading global provider of equipment, systems, digital solutions, and value-added services for the freight and transit rail sectors. Drawing on more than 150 years of experience, we are leading the way in safety, efficiency, reliability, innovation, and productivity. Whether it’s freight, transit, ports, logistics, mining, industrial, or marine, our expertise, technologies, and people together – are accelerating the future of transportation. With roots that date back to George Westinghouse, Thomas Edison, and Louis Faiveley, Wabtec has always built technologies and implemented solutions for a variety of sectors that are critical to meeting the needs of customers and governments alike.

Our global team of about 30,000 employees worldwide delivers performance that moves the world forward. We’re lifelong learners, obsessed with better. Learn more at www.WabtecCorp.com.

Culture powers us and the possibilities.

We believe the best ideas come from a mix of experiences and backgrounds. At Wabtec, we strive every day to create a place where everyone belongs. We’re building a culture where leadership, inclusion and your unique perspective fuel progress.

We’re proud to be an Equal Opportunity Employer. We welcome talent of all backgrounds, experiences, and identities, including race, gender, age, disability, veteran status and more.

Need accommodation? Just let us know - we’ve got you.