Personal Assistant

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

Secretarial and Administrative Support 

• Provide high quality secretarial and organizational support service
• Word processing correspondence, memos and reports
• Prepare presentations
• Organize and maintain effective filing systems
• Keep and maintain an accurate record of papers and electronic email correspondence
• Responsible for dealing with maintenance of office equipment and ordering stationery
  
  

Administrative duties:  

• Management of correspondence in a timely manner. Email management, coordination of document signing, scanning and stamping and the management of various membership renewals
• Highlight urgent correspondence and print attachments
• Prepare correspondence on behalf of the Director, including the drafting of general replies
• 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
• Process expenses on behalf of the Director, collate expenses receipts, prepare expense information for the finance department and follow up on timely payment of these expenses
• Book appropriate travel and hotel accommodation in line with the expense policy
• Prepare the same for direct reports of the Director
  
  

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 organizations to arrange meetings, organise schedules, prepare agendas and draft minutes
• Making travel arrangements and booking accommodation
  
  

Meeting Management

• Must have experience in Board level meeting management, able to coordinate with other departments for relevant materials, collate and distribute the Board pack, is able to document the meeting though accurate minute taking. The candidate must be able to manage and follow up on all actions taken from the meeting and ensure they are completed by the responsible Board member in a timely manner
• 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
• Act as a key liaison point between the senior managers and other key staff, setting up meetings as appropriate and maintaining good communications
  
  

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
  
  

Event Planning

• Planning, managing and organizing client and staff events and providing administrative support such as sending invitations, booking venues and arranging transportation
  
  

HR Support

• Liaise with HR and local Managers to ensure new starters are efficiently engaged and integrated into the business including inductions, accommodation, flights, transport, IT and business cards etc.
• Manage the Public Relations Officer
  
  

Qualifications

• A minimum of five years PA experience in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts
• Able to establish connections with peers and high-level staff across the business
• Excellent typing skills, good computer literacy speed and accuracy essential (confident in using the complete Microsoft Office suite of applications - Excel, Word and PowerPoint, Teams etc.)
• Immaculate communication skills, both verbal and non-verbal
• Self-assured and confident, able to work independently, friendly without being overly assertive.
• Proven ability to work under pressure and to tight deadlines
• Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes. It is very important that the candidate is confident in taking minutes and actions during meetings.
• Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy
• Demonstration of the ability to work under sustained pressure and to tight deadlines
• 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
• Proactive and flexible in approach
  
  

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.

Turner & Townsend does not accept any speculative or unsolicited CV’s that have been sent to our internal recruitment team or hiring managers from agencies outside of our preferred supplier list. Any speculative or unsolicited CV’s will be treated as a direct application.

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.

Please find out more about us at www.turnerandtownsend.com/

Join our social media conversations for more information about Turner & Townsend and our exciting future projects:

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Join our social media conversations for more information about Turner & Townsend and our exciting future projects:

Twitter

Instagram

LinkedIn

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.