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
