Cairo, Egypt (On-Site)

• 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.)

• 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 if any preparation is required for the meeting
• Meeting preparation. To include analysis of agenda and the Minutes/Actions of previous meetings and preparation/collation of the relevant presentation material, coordinating input from attendees and producing hand-out packs where necessary.
• Provide support to meetings with respect to taking informal notes or formal minutes and progressing actions.
• Provide an information pack where necessary for each meeting. Including minutes/actions from last meeting, copy of presentations, etc.

• 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.

• 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.

• 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 Power Point presentations, documents, briefing papers and reports when necessary.

• 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
• Champion site policies and procedures
• 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.
• Support the generation of new policies and processes.
• Adherence to GTS Charter as appropriate.

• Proven experience as a PA to a Director, GPM or equivalent in a busy industry environment.
• Excellent spoken and written English
• Awareness of the company’s vision and goals and of the department’s processes and procedures
• Intermediate skills in use MS office software (Outlook, Word, Excel & Power Point)
• Demonstrates business awareness, good communication skills (verbal and written) and ability to interact effectively, courteously and professionally both within internal and external customer communities
• Able to priorities workload and complete work within agreed timescales to outstanding quality requiring minimal rework/no rework
• Must be able to work independently as the GPM will often be out of the office. Self-motivated and enthusiastic
• Have outstanding organization skills. Ability to meet stretch deadlines and demands of the team. To be proactive in finding solutions to problems
• Ability to ‘think on feet’ and make last minute decisions working within pressurized situations
• Able to deal with people at all levels of the organization
• Handles confidential and sensitive information in a discrete and controlled manner
• Effective personal organization and an ability to remain composed and focused under pressure.
• Ability to challenge the status quo and suggest improvements
• Is flexible to meet changes in the business
• Is able to make decisions within the field of delegation
• Handles problems with an open mind
• Challenges where appropriate
• Flexibility – Ability to address issues in short timescales and remain calm under pressure
• Uses initiative in anticipating needs, taking appropriate actions without prompting, being creative in proposing or developing ideas/solutions.
• Able to work alone and use initiative.
• Actively contributes towards functional objectives
• Natural ability to build and sustain strong working relationships at all levels.