Personal Assistant

6 months ago

Riyadh, Saudi Arabia Turner & Townsend Full time

**Company Description**
At Turner & Townsend we’re passionate about making the difference. That means delivering better outcomes for our clients, helping our people to realize their potential, and doing our part to create a prosperous society.

Every day we help our major global clients deliver ambitious and highly technical projects, in over 130 countries worldwide.

Our team is dynamic, innovative and client-focused, supported by an inclusive and fun company culture. Our clients value our proactive approach, depth of expertise, integrity and the quality we deliver. As a result our people get to enjoy working on some of the most exciting projects in the world.

**Job Description** Secretarial and Administrative Support**
- Provide a high quality secretarial and organisational support service
- Word processing correspondence, memos and reports
- Prepare presentations
- Organise and maintain effective filing systems
- Responsibility for dealing with maintenance of office equipment and ordering stationery

**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
- Filter general queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate
- Highlight urgent correspondence and print attachments
- Prepare correspondence on behalf of the Director, including the drafting of general replies

**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 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
- Act as a key liaison point between the senior managers and other key staff, setting up meetings as appropriate and maintaining good communications

**Event Planning**
- Planning, managing and organising client and staff events and providing administrative support such as sending invitations, booking venues and arranging transportation

**Managing Expenses**
- 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

**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 PRO

**Qualifications**
- A minimum of five years PA experience in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts
- Excellent typing skills, good computer literacy speed and accuracy essential (Excel, Word and PowerPoint)
- Immaculate communication skills.
- Arabic speaking, writing + reading is required.
- Excellent organisational skills and ability to plan own work
- 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.
- 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
- Attention to detail and deadlines
- 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._

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