Personal Assistant to Director

Company Description

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
• **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
• 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
• Keen eye for compliance, aware of policy and ensuring the team adhere

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

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