Personal Assistant to Director📣 إعلان

About the Role

Turner & Townsend is seeking a Personal Assistant to the Director to provide comprehensive administrative and organizational support. This full-time position is based in the Middle Oraija District, Riyadh, Saudi Arabia. The role requires a candidate with 5-10 years of relevant experience, capable of managing a demanding workload with discretion and efficiency.

Key Responsibilities

The Personal Assistant will be responsible for a wide range of administrative duties to ensure the smooth operation of the Director's office. This includes:

• Providing high-quality organizational support to the Director.
• Fostering a cohesive and collaborative administrative team environment.
• Managing correspondence, memos, reports, and presentations through word processing and preparation.
• Organizing and maintaining effective physical and digital filing systems.
• Ensuring team compliance with policies related to expenses, travel, hotel bookings, client care, and risk management.
• Maintaining accurate records of papers, electronic correspondence, and contact lists.
• Building and maintaining relationships with regional PAs/EAs and clients.
• Managing full Board meeting logistics, including minute-taking and action tracking.
• Filtering general queries, phone calls, and invitations, redirecting or handling them as appropriate.
• Developing and maintaining an effective electronic email filing system.
• Highlighting urgent correspondence and preparing drafts of general replies on behalf of the Director.
• Effectively managing the Director's busy diary commitments and travel arrangements, assessing priorities and troubleshooting issues.
• Conducting weekly diary meetings to review upcoming engagements and requests.
• Coordinating and arranging video and conference calls, as well as scheduling meetings with direct reports.
• Liaising with internal and external parties to arrange meetings, prepare agendas, and draft minutes.
• Making comprehensive travel arrangements and booking accommodation.
• Providing support for various meetings, including preparing agendas, pre-meeting briefings, and meeting papers, and following up on action points.
• Managing Board meeting schedules, Board packs, invitations, and minute distribution.
• Planning, managing, and organizing client and staff events, including sending invitations, booking venues, and arranging transportation.
• Preparing bid submissions, including document formatting, image selection, CV identification, and sourcing case studies.
• Producing bid presentation materials and ensuring timely, quality submission of bids according to client instructions.

Required Skills and Attributes

Candidates should possess the following qualifications and attributes:

• A minimum of five years of administrative experience in a high-pressure environment requiring tact, judgment, and discretion.
• Advanced proficiency in Microsoft Office 365 suite (Word, PowerPoint, Excel, Teams).
• Efficient and proficient in managing workload and assigned tasks.
• Excellent typing skills, with speed and accuracy in computer literacy.
• Strong organizational skills with the ability to balance multiple priorities, demonstrating attention to detail and quality delivery.
• Proven ability to work under pressure and meet tight deadlines.
• Excellent attention to detail, including proofreading skills, maintaining a high level of accuracy.
• Strong interpersonal skills and the ability to build relationships with team members, stakeholders, Board members, and external partners.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Experience in diary management, researching, and booking travel and accommodation.
• Willingness to take on additional responsibilities and challenges.
• Proactive and flexible approach.
• Keen eye for compliance and awareness of policy, ensuring team adherence.
• Trustworthy and self-motivated, with the ability to work on own initiative with minimal supervision.
• Excellent communication and coordination skills.
• Familiarity working in a dynamic and demanding environment.
• Ability to manage workload effectively and push back on requests when necessary.
• Commitment to continuous learning and finding efficient ways of working, with a willingness to share knowledge.
• Ability to foster teamwork and act as a key point of contact.
• Willingness to suggest new working methods and seek support from the team and wider network when required.

Company Overview

Turner & Townsend is a global professional services company operating in over 60 countries with more than 22,000 employees. The company collaborates with clients across real estate, infrastructure, energy, and natural resources sectors to deliver impactful projects and programmes. Their capabilities include programme, project, cost, asset, and commercial management, along with net zero and digital solutions. Turner & Townsend is majority-owned by CBRE Group, Inc.