Personal Assistant to Director
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Key skills for this role
About the Role
Turner & Townsend is seeking a Personal Assistant to provide high-quality organizational support to a Director. The role involves administrative duties, diary and travel management, meeting and event coordination, and bid support.
Key Skills for This Role
Responsibilities
- Provide high quality organizational support to the Director
- Manage diary commitments and travel arrangements
- Filter general queries, phone calls, and invitations
- Organize and maintain effective filing systems
- Prepare correspondence, memos, reports, and presentations
- Coordinate meetings, events, and board meetings
- Take minutes and track action items
- Support bid submissions and prepare bid materials
Requirements
- Minimum five years of admin experience in a high pressure environment
- Advanced Microsoft Office 365 suite skills (Word, PowerPoint, Excel, Teams)
- Excellent typing skills and computer literacy
- Strong organizational skills with ability to manage multiple priorities
- Proven ability to work under pressure and meet tight deadlines
- Excellent attention to detail and proofreading skills
- Strong interpersonal skills and ability to build relationships
- Experience in diary management and travel booking
- Ability to handle sensitive information with discretion
- Proactive and flexible approach
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
- Bring the administrative team together to work as one team
- 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 by redirecting or taking forward such contact as appropriate
- Develop and maintain effective electronic email filing system
- Highlight urgent correspondence and print attachments
- Prepare correspondence on behalf of the Director, including the drafting of general replies if instructed
Diary and Travel Management
- Ensure busy diary commitments and travel arrangements are managed effectively including assessing priority of appointments, reallocation as necessary and troubleshooting problems
- Conduct weekly diary meetings with the Director to discuss upcoming engagements, invitations and other requests
- Coordinating and arranging video and conference calls
- Schedule on behalf of the Director meetings between him and his direct reports
- Liaise with relevant individuals and external organisations to arrange meetings, organise schedules, prepare agendas and draft minutes
- Making travel arrangements and booking accommodation
Meeting and Event Management
- Provide support for an extensive range of meetings, including providing location maps, preparing agendas, pre meeting briefings and meeting papers, noting action points and following them up
- Management of Board meetings including plotting dates for the year, management of Board pack and invitations, minute taking and distributions of minutes, organising travel arrangements of attendees
- Planning, managing and organising client and staff events and providing administrative support such as sending invitations, booking venues and arranging transportation
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 are of consistent quality as per client instructions
- Follow Director’s instructions on any other bid tasks
Required Skills
- A minimum of five years admin experience in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts
- Advanced Microsoft Office 365 suite skills (Word, PowerPoint and Excel, Teams)
- Efficient and proficient in managing workload and tasks assigned to them
- Excellent typing skills, good computer literacy speed and accuracy essential
- Strong organisational skills with the ability to maintain balance among multiple priorities, with attention to detail and quality delivery
- Proven ability to work under pressure and to tight deadlines
- Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy
- Strong interpersonal skills and the ability to build relationships with all team members, Turner & Townsend stakeholders, Board members and external partners/vendors
- Ability to deal with sensitive information with discretion and to maintain confidentiality at all times
- 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 and able to work on their own initiative with minimum supervision
- Excellent communication, coordination skills and ability to deal confidentially with information are important
- Familiarity working in a dynamic and demanding environment is necessary
- Must be strong enough to push back on requests to manage their own workload
- Must be willing to continuously learn and always willing to find the most efficient ways of working and share knowledge
- Bring the admin team together to work as one team, be the eyes and ears for the Country Manager, be indispensable
- Never afraid of suggesting new ways of working especially if beneficial for the team
- Must be able to ask for support from the team and wider PA network when required
Additional Information
- Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.
- We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work life balance.
- Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.
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