Personal Assistant to Director
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Key skills for this role
About the Role
Turner & Townsend is hiring a Personal Assistant to support a Director in Riyadh. The role involves diary management, travel arrangements, meeting coordination, bid support, and administrative tasks.
Key Skills for This Role
Responsibilities
- Provide high quality organisational support services to the Director
- Word processing correspondence, memos and reports
- Prepare presentations
- Organise and maintain effective filing systems
- Ensure compliance in the team around expenses, travel, hotel bookings, client care, risk management
- Manage diary and travel arrangements for the Director
- Coordinate meetings and events, including Board meetings
- Provide bid support including formatting documents and production of bid presentation material
Requirements
- A minimum of five years admin experience in a highly pressurised environment requiring tact, judgment and discretion
- Advanced Microsoft Office 365 suite skills (Word, PowerPoint and Excel, Teams)
- Efficient and proficient in managing workload and tasks assigned
- Excellent typing skills, good computer literacy speed and accuracy essential
- Strong organisational skills with ability to maintain balance among multiple priorities
- Proven ability to work under pressure and to tight deadlines
- Excellent attention to detail, including proof reading skills
- Strong interpersonal skills and ability to build relationships
- Ability to deal with sensitive information with discretion and maintain confidentiality
- Experience of diary management, researching and booking of travel and accommodation
- Proactive and flexible in approach
- Keen eye for compliance, aware of policy and ensuring the team adhere
Full Job Posting
Company Overview
- Turner & Townsend is a global professional services company with over 22,000 people in more than 60 countries.
- We work with clients across real estate, infrastructure, energy and natural resources.
PA's Administrative Duties
- Provide high quality organisational support services to the Director.
- Word processing correspondence, memos and reports.
- Prepare presentations.
- Organise and maintain effective filing systems (including digitally).
- Ensure compliance in the team around expenses, travel, hotel bookings, client care, risk management.
- Keep and maintain an accurate record of papers, electronic email correspondence and contacts list.
- Building connections with PAs/EAs in the region and especially with clients.
- Full Board meeting management.
- Minute taking and action tracking.
Email and Phone Call Management
- Filter general queries, phone calls and invitations to the Director.
- Develop and maintain effective electronic email filing system.
- Highlight urgent correspondence and print attachments.
- Prepare correspondence on behalf of the Director.
Diary and Travel Management
- Ensure busy diary commitments and travel arrangements are managed effectively.
- Conduct weekly diary meetings with the Director.
- Coordinating and arranging video and conference calls.
- Schedule meetings between the Director and his direct reports.
- Liaise with relevant individuals and external organisations to arrange meetings.
- Making travel arrangements and booking accommodation.
Meeting and Event Management
- Provide support for an extensive range of meetings.
- Management of Board meetings including plotting dates, management of Board pack, minute taking.
- Planning, managing and organising client and staff events.
Bid Support
- Prepare bid submissions including formatting of documents, selecting images, identifying CVs and sourcing case studies.
- Production of bid presentation material.
- Ensure all bids are timely submitted and of consistent quality.
Required Skills
- A minimum of five years admin experience in a highly pressurised environment.
- Advanced Microsoft Office 365 suite skills (Word, PowerPoint and Excel, Teams).
- Efficient and proficient in managing workload.
- Excellent typing skills, good computer literacy speed and accuracy essential.
- Strong organisational skills with ability to maintain balance among multiple priorities.
- Proven ability to work under pressure and to tight deadlines.
- Excellent attention to detail, including proof reading skills.
- Strong interpersonal skills and ability to build relationships.
- Ability to deal with sensitive information with discretion and to maintain confidentiality.
- Experience of diary management, researching and booking of travel and accommodation.
- Take up additional responsibilities and challenges.
- Proactive and flexible in approach.
Character Attributes
- Trustworthy.
- Self motivated, proactive, a quick learner, highly organised.
- Excellent communication, coordination skills.
- Familiarity working in a dynamic and demanding environment.
- Must be strong enough to push back on requests to manage their own workload.
- Must be willing to continuously learn.
- Bring the admin team together to work as one team.
- Never afraid of suggesting new ways of working.
- Must be able to ask for support from the team and wider PA network when required.
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