Assistant GPM

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.

Cairo, Egypt (On-Site)

Primary Purpose of the Role:

P A s s up p ort GPM and PMs to m a k e the be s t u s e o f their time by be i n g proa c t i v e i n dea li ng w i th s e c retar i al and a d m i n is trat iv e a c t ivi t i e s .

P A s need e x ten siv e k n o wl edge o f the organization. K n o w i ng the k ey per s o n nel ( i nternal a nd e x t e r na l ) a n d under s t and t he organizations a i m s and o b j e c t i v e s .

P A s are he a vi l y re li ed on by t he i r managers , t ru s t i ng th a t w o r k w il l be hand l ed e f f ici ent l y i n the i r ab s e n c e, d i s c ret i on a nd c o n f i d e n t i a l l y are e ss en t i al a t t r i b ute s .

Working closely with GPM and PMs to provide high level administrative support and helping them make the best use of their time. In addition, the PA Teams are required to work as a close unit to ensure that they are able to offer seamless cover for the Executive Management Team as a whole.

Responsibilities:

D i a r y M ana g e m ent:

• Organizing, prioritizing and maintaining diaries and making appointments including the capturing of routine appointments
• Ensuring all necessary information has been captured within the appointment. (For example, venue, purpose of meeting, invitees, maps and briefing papers, if necessary, etc.)

M eet i n g s:

• Organizing meetings and ensuring all necessary information for the meeting has been captured on the invite
• Ensure that his/her GPM is well prepared for all meetings particularly informing the GPM i f a n y preparat i on i s requ i r ed f o r t he m ee t i n g
• M ee t i ng prepar a t i on. T o include a n a l y si s of age n da and t he M i nu t e s / A c t i ons o f p r e v i ous m e e t i ngs and prep a r at i on/ c o ll at i on o f the re l e v ant p re s e n t a t i on m a t er i a l , c oord i na t i ng i np u t fr o m a t t endees and produ ci ng hand- o ut pa c k s w here ne c e ss a r y.
• P r o v i de s uppo r t to m e e t i ngs w i th re s pe c t t o t a k in g i n f o r m al n o tes o r fo r m al m i n u t es and progressing a c t i on s.
• P r o v i de an i n f o r m at i on p a c k w here ne c e ss a ry f or ea c h m e e t i ng. I n cl u d i ng m i n u t e s /a c t i ons f r o m la s t m e e t i ng, c opy of p re s e n ta t i o n s , e tc.

Travel:

• Arrange travel and accommodation. (For the team/department)
• Challenge, as appropriate, methods and costs of travel prior to booking
• Provide travel pack to the GPM prior to travel including itinerary, maps, contact numbers and any other supporting information.

H osting V isito r s:

• Meeting and greeting visitors at all levels of seniority
• Ensure all necessary arrangements for the visit and site security rules are observed
• Providing support throughout the visit ensuring the visit runs smoothly and any issues are dealt with in a timely manner.

D ata M a n age m e n t:

• Dealing with incoming email and post. Screening of junk mail
• Devising and maintaining office systems, including data management, filing (hard and soft) etc.
• Monitoring IT/Smartphone accounts, managing technical glitches
• Maintaining task list of the GPM and allocating diary time for resolution of tasks. Support the line GPM in progressing actions
• Producing PowerPoint presentations, documents, briefing papers and reports when necessary.

O th e r tasks:

• Completing expense claims for the GTS Leadership Team
• Organize and expedite the flow of work through the senior team; anticipate the administrative needs of the office and proactively develop relationships and systems to ensure optimum performance
• Develop a practical, working knowledge of the organizational structure of the business; use this appreciation of the wider context to priorities the GPM's work and appointments
• Screening telephone calls, enquiries and requests, and handling when/as appropriate
• Carrying out specific projects and research
• Provide cover for other PAs for sickness, holidays and other absences
• C h a m p i on s i t e po lici es and pro c ed u res
• Building relationships and liaising with Clients, suppliers and other staff
• Organizing off site team days etc. as required.
• Overseeing the on-boarding of new staff, liaising with other departments to organize IT/phones, HSE/Induction training and produce and organize induction agendas.
• S upport t he gener a t i on o f new po l i c i es and pro c e s s es.
• Adherence to GTS Charter as appropriate.

Requirements:

• Proven e xpe r ie n ce as a P A t o a D i re c t o r, GPM or equ iv a l ent i n a b u s y i ndu s t r y en vi ro n m e n t .
• E x c e l l ent s p o k e n a nd w r i t ten E ng l i s h
• A w a r e ne s s o f t he c o m pa n y ' s visi on a n d goa l s a n d o f t he depa r t m e n t ' s pro c e s s es and p ro c edu r e s
• Intermediate s k ill s i n u s e MS o f f ic e s o f t w are ( Ou t l oo k , W o r d , E xc el & P o w er P o i nt)
• D e m o n s t ra t e s bu si ne s s a w arene ss , good co mmun i c at i on s k i ll s ( v e rbal and w r i t ten) and ab i l i t y to i n t e r a c t ef f e c t iv e l y , c o u r t eou s l y and pr o f e s si ona l l y both w i t h i n i nternal and e x ternal c u s t o m e r c o m m u n i t i es
• A b l e t o priorities w o r k l oad and c o m p l ete w ork w i th i n agreed t i m e s c a l es to out s tand i ng qua l i t y requ i r i ng m i n i m al re w or k /no r e w or k
• M u s t b e ab l e to w ork i n dependent l y as the GPM w i l l o f ten be o u t o f the o f f ic e. S e l f - m o t iv a t ed a n d en t hu si a s t i c
• H a v e out s t and i ng organization s k i ll s. A b ili t y to m eet s tr e t c h d e ad l i nes and d e m ands o f the te a m . T o be proa c t i v e i n f i n d i ng s o l u t i ons t o prob l e ms
• Ability to 'think on feet' and make last minute decisions working within pressurized situations
• A b l e t o deal w i t h peop l e at a l l l e v e l s o f t he organization
• H and l es c on f i de n t i al and s en s i t iv e i n fo r m at i on i n a d isc r e te and c on t ro l l ed m anne r
• Effective personal organization and an ability to remain composed and focused under pressure.
• A b ili t y to c ha l l enge the s t a t us quo a nd s ugge s t i mpro v e m e n ts
• Is f le x i b l e to m e e t c han g es i n t he bu si ne s s
• Is ab l e t o m a k e de cisi o n s w i th i n t he f i e l d o f de l e g at i on
• H and l es prob l e m s w i th an open m i n d
• C ha ll e nges w here appropr i a t e
• F l e x i b i l i t y - A b i li t y t o addre s s iss ues i n s h o rt t i m e sc a l es and r e m a i n c a l m under p r e s s ure
• Us es i n i t i at iv e i n a n t ici pat i ng need s , t a k i ng appr o pr i ate a c t i ons w i thout pr o m p t i ng, be i ng c re a t i v e i n propo si ng or de v e l op i ng i dea s / s o l ut i on s .
• A b l e t o w ork a l one and u s e i n i t i at iv e .
• A c t iv e l y c ontr i butes t o w a r ds f un c t i onal o b j e c t i v es
• Natural ability to build and sustain strong working relationships at all levels.

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 .

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.

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