Personal Assistant Turner & Townsend International Limited

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
• Keep and maintain an accurate record of papers and electronic email correspondence
• Responsible for dealing with maintenance of office equipment and ordering stationery

Administrative duties:

• Management of correspondence in a timely manner. Email management, coordination of document signing, scanning and stamping and the management of various membership renewals
• 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
• Develop and maintain effective electronic email filing system
• 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

• Must have experience in Board level meeting management, able to coordinate with other departments for relevant materials, collate and distribute the Board pack, is able to document the meeting though accurate minute taking. The candidate must be able to manage and follow up on all actions taken from the meeting and ensure they are completed by the responsible Board member in a timely manner
• 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