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.
**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
- Responsible for dealing with maintenance of office equipment and ordering stationery

**Administrative duties**:

- 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
- 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**
- 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
- 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
- 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 ba