Personal Assistant to Director📣 Job Ad

About the Role

Turner & Townsend is seeking a highly organized and proactive Personal Assistant to provide comprehensive organizational support services to the Director. This full-time position is based in Riyadh and requires 5-10 years of relevant experience.

Key Responsibilities

• Manage and coordinate the administrative team to foster a cohesive working environment.
• Prepare and process correspondence, memos, and reports, including word processing.
• Develop and prepare presentations.
• Organize and maintain effective physical and digital filing systems.
• Ensure team compliance with policies related to expenses, travel, hotel bookings, client care, and risk management.
• Maintain accurate records of papers, electronic correspondence, and contact lists.
• Build and maintain relationships with other Personal Assistants/Executive Assistants in the region and with clients.
• Manage full Board meeting logistics, including minute-taking and action tracking.
• Filter general queries, phone calls, and invitations, redirecting or addressing them as appropriate.
• Develop and maintain an effective electronic email filing system.
• Highlight urgent correspondence and print necessary attachments.
• Prepare correspondence on behalf of the Director, including drafting general replies when instructed.
• Effectively manage the Director's diary commitments and travel arrangements, assessing appointment priorities and troubleshooting issues.
• 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 parties 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 meeting schedules, Board packs, invitations, and minute distribution, including attendee travel arrangements.
• 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 with consistent quality according to 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 demanding environment requiring tact, judgment, and discretion.
• Advanced proficiency in Microsoft Office 365 suite (Word, PowerPoint, Excel, Teams).
• Proven ability to manage workload and assigned tasks efficiently.
• Excellent typing skills, computer literacy, speed, and accuracy.
• Strong organizational skills with the ability to prioritize multiple tasks, demonstrating attention to detail and quality.
• Demonstrated ability to work effectively under pressure and meet tight deadlines.
• Excellent attention to detail, including proofreading skills, maintaining a high level of accuracy.
• Strong interpersonal skills 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, travel research, and accommodation booking.
• Willingness to take on additional responsibilities and challenges.
• Proactive and flexible approach to work.
• Keen eye for compliance and policy adherence.
• Trustworthy and self-motivated.
• Ability to work independently with minimum supervision and learn quickly.
• Excellent communication and coordination skills.
• Familiarity with working in a dynamic and demanding environment.
• Ability to manage workload effectively and push back on requests when necessary.
• Commitment to continuous learning and identifying efficient working methods.
• Ability to collaborate with the admin team, act as a liaison, and be an indispensable resource.
• Willingness to suggest new and beneficial ways of working.
• Ability to seek support from the team and wider PA network when needed.

Work Environment

This is a full-time position based in Riyadh. The role involves working within a team and requires close collaboration with the Director and other stakeholders.