Executive and Office Assistant

It’s not just about your career or job title… It’s about who you are and the impact you will make on the world. Because whether it’s for each other or our customers, we put People First. When our people come together, we Expand the Possible and continuously look for ways to improve what we create and how we do it. If you are constantly striving to grow, you’re in good company. We are revolutionizing the way the world moves for future generations, and we want someone who is ready to move with us Role: Executive and Office Assistant Position Overview The purpose of this role is to provide high-level administrative support to the leadership team while ensuring an efficient operation of the office. The role serves as a critical link between leadership, employees and external stakeholders Key Responsibilities Leadership Team Support

• Understand leadership team’s schedules annually / quarterly / monthly / weekly / daily
• Proactively plan and schedule and handle correspondence of meetings, conference calls, and meetings for the leadership team
• Continuously review/re-prioritize, and update the leadership team’s calendars according to the ever-evolving schedules
• Understand, arrange and book all logistics related to the leadership team’s travel schedules… airline tickets, airport shuttles, hotel/accommodation bookings, etc.
• Follow up to ensure all travel goes according to plan and any issues are immediately resolved with service providers
• Contact and build relationships with other C-Suite executive assistants (internal & external) to be able to schedule meetings with their principals on behalf of the local leadership team
• Ensure that the travel expenses for the leadership team are promptly processed in the T&E tool on Workday
• Manage in advance, working with the company secretary, the planning and scheduling of the South Africa board of directors’ meetings and corresponding board committee meetings
• Manage the planning and scheduling of the monthly regional all hands meetings including consolidation of the presentation material
• Assisting with the administrative and logistical aspects of all visa applications and related processes for staff
• Maintain confidentiality and handle sensitive information with discretion

Office Management

• Act as the first point of contact for office-related inquiries

• Fully manage the office to ensure fully functionality and support to the work force, including all routine office supplies and supplies for meetings and events.
• This involves tracking inventory, ordering supplies, coordinating with vendors, and ensuring equipment is in good order.
• Ensure a structured, orderly, and safe environment for the staff including scheduling and preparation of key meetings and events with external parties/visitors
• Supervise all service providers and contractors performing any work or maintenance in the office including liaising with the landlord
• Proactively manage all key employee communication to the staff and as needed/requested by the leadership team / management
  • Managing phone calls, emails, and other forms of communication, and ensuring messages are relayed to the appropriate individuals.
  • Assisting with tasks like data entry, report preparation, and document management.
  • Planning and organizing in-house events, team-building activities, and other social gatherings.

Indirect/Office sourcing support

• Proactively review and identify office/business and Leadership Team needs through a needs analysis with management and staff,
• Support the global sourcing team in obtaining supplier/service providers’ quotes, evaluating and ensuring best value for money for the company via competitive bidding where applicable
• Raise requisitions for business/office services on Oracle ERP & collaborate with Global Sourcing to ensure Purchase Orders are placed
• Collaborate with the end users to ensure the purchased goods/services are receipted in the system to enable 3 Way Matching for payments by the AP team, including any issue resolution for on-time and accurate supplier payments;
• Support the Global Sourcing team with supplier onboarding for new suppliers by ensuring all required information/documents (Tax, CIPC, B-BBEE, Bank letters) are collected and the supplier is accurately set up in Oracle ERP

HR & CSI organizing & communication support

• Collaborate with and understand the HR Function’s priorities for the year/quarter/month to be able to support with key employee communications including training announcement and related scheduling, new employee onboarding and related document packs, employee engagement initiatives/events e.g. Heritage Day, Christmas Party, etc.
• Collaborate with and understand the Localization function’s priorities for the year/quarter/month to be able to support with key employee communications including CSI/Team Building events and other employee engagement initiatives that support the BBBEE socio economic agenda e.g. volunteering events

Desired Characteristics

• Organized & a good Planner
• High level of professionalism and confidentiality
• Proactive & Anticipates
• Strong organizational and multitasking abilities
• Flexible & Agile
• People skills – relationship building
• Good clear communicator – written & verbal
• Critical thinking & problem solving
• High Say/Do ration & can work independently

Qualification

• Business Administration, or a related field Qualification
• Minimum of 5 years proven experience as an Executive Assistant and Office Administrator.
• Proficiency in Microsoft Office(Word, Excel, Powerpoint, Outlook) and all internet workspace

Who are we? Wabtec Corporation is a leading global provider of equipment, systems, digital solutions, and value-added services for freight and transit rail as well as the mining, marine, and industrial markets. Drawing on nearly four centuries of collective experience across Wabtec, GE Transportation, and Faiveley Transport, the company has grown to become One Wabtec, with unmatched digital expertise, technological innovation, and world-class manufacturing and services, enabling the digital-rail-and-transit ecosystems Wabtec is focused on performance that drives progress and unlocks our customers’ potential by delivering innovative and lasting transportation solutions that move and improve the world. We are lifelong learners obsessed with making things better to drive exceptional results. Wabtec has approximately 27K employees in facilities throughout the world. Visit our website to learn more! http://www.WabtecCorp.com Our Commitment to Embrace Diversity: Wabtec is a global company that invests not just in our products, but also our people by embracing diversity and inclusion. We care about our relationships with our employees and take pride in celebrating the variety of experiences, expertise, and backgrounds that bring us together. At Wabtec, we aspire to create a place where we all belong and where diversity is welcomed and appreciated To fulfill that commitment, we rely on a culture of leadership, diversity, and inclusion. We aim to employ the world’s brightest minds to help us create a limitless source of ideas and opportunities. We have created a space where everyone is given the opportunity to contribute based on their individual experiences and perspectives and recognize that these differences and diverse perspectives make us better We believe in hiring talented people of varied backgrounds, experiences, and styles… People like you! Wabtec Corporation is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or protected Veteran status. If you have a disability or special need that requires accommodation, please let us know.