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. Responsibilities include diary management, travel arrangements, meeting coordination, bid support, and administrative tasks.
Key Skills for This Role
Full Job Posting
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
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