Company Description
Turner & Townsend is a global professional services company with over 22,000 people in more than 60 countries.
Working with our clients across real estate, infrastructure, energy and natural resources, we transform together delivering outcomes that improve people’s lives. Working in partnership makes it possible to deliver the world’s most impactful projects and programmes as we turn challenge into opportunity and complexity into success.
Our capabilities include programme, project, cost, asset and commercial management, controls and performance, procurement and supply chain, net zero and digital solutions.
We are majority-owned by CBRE Group, Inc., the world’s largest commercial real estate services and investment firm, with our partners holding a significant minority interest. Turner & Townsend and CBRE work together to provide clients with the premier programme, project and cost management offering in markets around the world.
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Job Description
We are seeking a Business Assistant - for a 12 month FTC, with extensive experience in a similar role, to support our Energy and Natural resources team.
Main Duties
1. To provide administration and management support to the Global Head of Clean Energy & Transmission and Global Head of Conventional & Low Carbon Energy.
2. Managing complex travel arrangements (producing itineraries/directions/maps as required)
3. Manage complex diary management (screening emails and sorting incoming mail, including responding to the emails, where required)
4. Manage confidential correspondence and emails for sector leads
5. Manage complex administration requests from internal/ external stakeholders
6. Board management, inclusive of minute taking
7. Line management and delegation of administrative tasks to Team Administrators
8. Organising management meetings, ensuring the management team are well-prepared
9. Liaising with client offices and client PA’s to arrange meetings externally
10. Prepare and submit monthly mileage and expense claims for the sector leads
11. Inputting purchase orders onto the finance system as and when needed
12. Book meeting rooms as requested and maintain and manage electronic booking system
Set up rooms as per requests including arranging for refreshments to be provided in advance of booked meetings. Set up equipment where requested
13. Deal with queries on the phone and in person from the team
14. Assist wider office administration team, including bid support as and when directed
15. Produce, format and amend CVs, minutes, letters, reports, presentations and any other documents if requested
16. Photocopying, printing, binding, laminating and scanning documents as requested
17. Help set up social events in the office cafe
18. Organise couriers & taxis for the Team
19. Updating the Contacts and Marketing database
20. Assist with the planning and organisation of events as when required
21. Liaise with other Business Assistants and Team Administrators
22. Managing highly confidential information
23. Act as Fire Warden in an emergency – training will be provided
24. Conduct research and information gathering when required
Qualifications
About You
25. Business Assistant/Personal Assistant already, with extensive experience looking after busy Directors
26. Proven experience of providing support at Board level
27. Experience of minute taking and organising board meetings
28. Excellent Microsoft Office skills using Word, Excel, PowerPoint, Outlook etc
29. Excellent written and verbal communication skills,
30. Excellent organisation skills and ability to prioritise
31. Ability to work under pressure and to deadlines
32. Experience of liaising with clients
33. Experience of dealing with confidential material
34. Professional, highly organised, efficient, reliable, good eye for detail, confident, self-motivated, proactive, good telephone manner, willing to go ‘the extra mile’.
35. Works well in a team and can work on their own initiative with minimum supervision.
Additional Information
Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.
We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance.
Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.
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SOX control responsibilities may be part of this role, which are to be adhered to where applicable.
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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.
Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.