Personal Assistant to Director📣 Job Ad

About the Role

Turner & Townsend is seeking a Personal Assistant to provide comprehensive administrative support to a Director in Riyadh. This full-time position requires a minimum of five years of administrative experience in a demanding environment.

Key Responsibilities

The Personal Assistant will be responsible for delivering high-quality organizational support services. This includes managing the Director's busy diary and travel arrangements, assessing appointment priorities, and troubleshooting scheduling conflicts. The role involves coordinating and arranging meetings, including video and conference calls, and preparing correspondence and reports on behalf of the Director. Effective filing systems, both physical and digital, must be maintained. The PA will also manage board meetings, including plotting dates, preparing board packs, taking minutes, and distributing them. Event management for client and staff events, such as sending invitations, booking venues, and arranging transportation, is also a key duty. Furthermore, the PA will provide support for bid submissions, including formatting documents and ensuring timely submission according to client instructions.

Administrative Team and Compliance

A crucial aspect of this role is fostering a cohesive administrative team, encouraging collaboration and a sense of unity. The Personal Assistant will ensure compliance within the team regarding expenses, travel, hotel bookings, client care, and risk management. Maintaining accurate records of papers, electronic correspondence, and contact lists is essential. Building connections with other PAs/EAs in the region and with clients is also expected.

Email and Communication Management

The role involves filtering general queries, phone calls, and invitations directed to the Director, redirecting or actioning 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 are also key duties.

Required Skills and Experience

• A minimum of five years of administrative experience in a highly pressurized environment requiring tact, judgment, and discretion.
• Advanced Microsoft Office 365 suite skills (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 for building 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.
• Proactive and flexible approach, with a keen eye for compliance and policy adherence.

Personal Attributes

The ideal candidate will be trustworthy, self-motivated, proactive, and a quick learner, capable of working on their own initiative with minimal supervision. Excellent communication and coordination skills, along with the ability to handle information confidentially, are important. Familiarity with working in a dynamic and demanding environment is necessary. The candidate should be able to manage their workload effectively, push back on requests when necessary, and be willing to continuously learn and find efficient ways of working. Bringing the admin team together, acting as a key point of contact, and suggesting new ways of working are also valued attributes.