Personal Assistant to Director📣 Job Ad

About the Role

Turner & Townsend is seeking a dedicated Personal Assistant to the Director to provide comprehensive organizational and administrative support. This full-time position is based in Riyadh.

Key Responsibilities

• Provide high-quality organizational support services to the Director.
• Facilitate collaboration and team cohesion within the administrative team.
• Manage correspondence, memos, and reports through word processing.
• Prepare presentations and maintain effective digital and physical filing systems.
• Ensure team compliance with policies regarding expenses, travel, client care, and risk management.
• Maintain accurate records of papers, electronic correspondence, and contact lists.
• Build and maintain professional relationships with PAs/EAs in the region and with clients.
• Manage full board meeting logistics, including minute-taking and action tracking.
• Filter and manage incoming queries, phone calls, and invitations directed to the Director.
• Develop and maintain an effective electronic email filing system.
• Highlight urgent correspondence and prepare attachments for printing.
• Draft general replies and correspondence on behalf of the Director as instructed.
• Effectively manage the Director's diary, including prioritizing appointments, reallocating as necessary, and troubleshooting scheduling conflicts.
• Conduct weekly diary meetings with the Director to review upcoming engagements and requests.
• Coordinate and arrange video and conference calls.
• Schedule meetings between the Director and their direct reports.
• Liaise with internal and external organizations to arrange meetings, prepare agendas, and draft minutes.
• Make travel arrangements and book accommodation.
• Provide comprehensive support for meetings, including preparing location maps, agendas, pre-meeting briefings, meeting papers, and following up on action points.
• Manage Board meetings, including scheduling, preparing Board packs and invitations, distributing minutes, and organizing attendee travel.
• Plan, manage, and organize client and staff events, including sending invitations, booking venues, and arranging transportation.
• Prepare bid submissions, including document formatting, image selection, CV identification, and sourcing case studies.
• Produce bid presentation materials.
• Ensure timely submission of all bids, maintaining consistent quality as per client instructions.
• Follow the Director's instructions for any additional bid-related tasks.

Qualifications and Experience

• 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).
• Proven ability to manage workload and tasks efficiently and proficiently.
• Excellent typing skills, with strong computer literacy, speed, and accuracy.
• Strong organizational skills with the ability to balance multiple priorities, demonstrating attention to detail and quality delivery.
• Demonstrated ability to work under pressure and meet tight deadlines.
• Excellent attention to detail, including proofreading skills, with the ability to maintain 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 to work.
• Keen awareness of compliance and policy, ensuring team adherence.
• Trustworthy and self-motivated.
• A quick learner, highly organized, and able to work independently with minimal supervision.
• Excellent communication and coordination skills, with the ability to handle information confidentially.
• Familiarity working in a dynamic and demanding environment.
• Ability to manage workload effectively and push back on requests when necessary.
• Willingness to continuously learn and identify the most efficient working methods, sharing knowledge with the team.
• Ability to foster teamwork within the administrative group and act as a key point of contact.
• Proactive in suggesting new and beneficial ways of working.
• Willingness to seek support from the team and wider PA network when required.