Executive Assistant to The Uk Country Lead

**Description** **Are you looking for opportunities to work on high profile rail projects and advanced technology alongside experts from the around the globe? Come and join the fastest growing rail business in the world** Hitachi Rail is a fully integrated, global provider of rail solutions across rolling stock, signalling, service & maintenance, digital technology and turnkey. With a presence in 38 countries across three continents and over 13,000 employees, our mission is to contribute to society through the continuous development of superior rail transport solutions. **We are working to Inspire the Next - and this is your chance to be part of it.** **Your new role** In this key permanent position, based out of our Ludgate Hill head office,, but with a hybrid working option, you will be the dedicated 1-2-1 EA support to the UK Country Lead, offering expertise around complex diary and travel management, as well as ensuring the UK management office receives high quality support appropriate to agreed requirements as outlined below. Specifically, you will be responsible for the following deliverables: - Proactively managing conflicts and pre-empting clashes, as well as juggling complex and multiple changes at short notice through effective diary management and prioritisation for the UK Country lead and UK management office - Maintaining and updating the key internal and external stakeholder contact list while building and maintaining relationships with other EAs - Having responsibility for ensuring information that is of a sensitive or confidential nature is managed with discretion and in accordance with the instructions given by the UK Country Lead only. - Arranging extensive and complex travel schedules in advance of meetings for UK Country Lead and the UK management office as appropriate. - Summarising strategic documents in order to inform planning and preparation for key internal and external events, preparing briefing papers, minutes and presentations on behalf of the UK Country Lead and the UK Management Office - Supporting the UK Country Lead at internal and external corporate events as appropriate; including where necessary involving travelling and evenings. - Creating meaningful agenda’s, taking minutes at key meetings, producing accurate and succinct action notes including monitoring and expediting closure of actions appropriately and as assigned. - Arranging meeting rooms/ venues; and arrange business catering/ refreshments/ breakfasts, lunches and dinners as requested. - Providing "gatekeeper" and "gateway" role, effectively managing and creating access to the UK Country Lead time and office in a professional manner - Ensuring the UK Country Lead is kept informed of arising/pending/outstanding issues on a daily basis - Ensuring all client and key contact enquiries are handled efficiently and effectively, seeking answers and resolving matters personally and professionally where appropriate - Reconciling cash and credit card expenses, utilising the Concur expense system or alternative - Providing general administrative support including preparing letters, filing and scanning (paper to electronic) documents efficiently, accurately and aligned to our corporate compliance and security protocols and generally acting as effective conduit to the UK Country Lead - Ensuring appropriate understanding and use of Hitachi business systems such as SAP / Hi Next / Concur or alternatives to process travel booking, expenses, raise PO’s and manage holidays/ absences - Liaising with internal stakeholders; such as, IT, Finance, HR, CBM, SHEQ and Legal when required and ensure queries are dealt with quickly and efficiently - Being aware of and actively promote and implement Hitachi’s ethos, culture and values - Being involved in Hitachi Rail Europe’s staff development and training and participate in PDP procedures - Adhering to the Hitachi Rail Europe’s Equal Opportunities Policy and comply with and implement Hitachi Rail Europe’s Health and Safety policy - Providing support to the UK Executive and UK Management office when required **About you, you will possess or be able to display.** **(Essential requirements for role)** - A significant proven track record of working as a successful and proactive Executive Assistant in an equivalent role - Experience of board or executive management meetings - Excellent administrative and organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail, whilst being aware of the wider context - A strong ability to prioritise and focus on getting the job done irrespective of distractions, as well as ability to work well under pressure and in a fast paced environment - Highly developed written communications skills with experience of report drafting; able to present complex information to different audiences - Excellent interpersonal and verbal communication skills, with ability to build professiona