Personal Assistant to Director

Company Description

Turner & Townsend is a global professional services company with over 22,000 people in more than 60 countries.

Working with our clients across real estate, infrastructure, energy and natural resources, we transform together delivering outcomes that improve people’s lives. Working in partnership makes it possible to deliver the world’s most impactful projects and programmes as we turn challenge into opportunity and complexity into success.

Our capabilities include programme, project, cost, asset and commercial management, controls and performance, procurement and supply chain, net zero and digital solutions.

We are majority-owned by CBRE Group, Inc., the world’s largest commercial real estate services and investment firm, with our partners holding a significant minority interest. Turner & Townsend and CBRE work together to provide clients with the premier programme, project and cost management offering in markets around the world.

Please visit our website: www.turnerandtownsend.com

Job Description PA’s Administrative Duties

Not limited to the following:

• Provide high quality organisational support services to the Director
• Bring the administrative team together to work as one team and build a sense of team amongst this group
• 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
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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

Qualifications 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
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