Executive Assistant - Operations

Who will you be working with?

Vapor Stone Rail Systems is a part of WABTEC Corp and has been in Plattsburgh NY since 1998. We offer a wide range of products and services for locomotives including HVAC units, doors, door systems along with an array of aftermarket parts and services.

The Executive Administrative Assistant of Operations will be responsible for assisting the Director of Operations in the day-to-day operations of the two sites of the Plattsburgh, NY plant. He/She will also have Office Management responsibilities.

• Provide full administrative support, including preparing documents and presentations; respond to correspondence received, requests and telephone calls; write letters; organize meetings; write and distribute minutes
• Maintain the calendar, daily schedule and administrative records of the Director of Operations
• Answer phones for the facilities and transfer calls appropriately.
• Collaborate with executives inside and outside the company: with customers, suppliers, visitors and other senior executives from different sites
• When needed, act as an intermediary between the Director of Operations, the Plattsburgh management team and the employees.
• Ensure the normal flow of written communications, maintain schedules, make the necessary arrangements and keep records up to date
• Compile data and prepare reports, if necessary for Director, PM, Mfg Eng. as needed
• Sort mail, including preparing and distributing outgoing mail
• Organize event details such as menus, accommodation, audio-visual equipment, improved services, agenda and road maps
• Assist the Internal Travel Service with travel preparations by providing relevant information relating to travel reservations (e.g., car, rental, hotel, etc.)
• Responsible for ordering office, cafeteria and cleaning supplies.
• Maintains uniform contract and works with uniform company for any issues
• Maintains all printers in both facilities- responsible for supply ordering, IT tickets and working with the Xerox tech for onsite projects.
• Assist the safety coordinator with reports or other administrative tasks.
• Maintains company vehicle – responsible for scheduling maintenance, detailing and assists with booking vehicle for trips.
• Other duties as assigned

Minimum Qualifications:

(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

• College Degree in secretarial or office automation or equivalent work experience preferred
• Have a minimum of 5 years of experience in an executive assistant position
• Good knowledge of Microsoft Office suite software (Word, Excel, PowerPoint)

• Dynamism, rigor and ability to work independently
• Great sense of organization
• Good management of priorities and respect of deadlines
• Ability to communicate easily and effectively
• Force of proposals and improvements
• Know how to keep a certain professional discretion and keep confidential information
• Resistance to stress and time constraints

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear. Employee is required to be on-site to assist in day to day operations and perform daily duties.

• The employee will normally work…