Executive Assistant at Turner Townsend

Special capital Region of Jakarta, Java, Indonesia -

Full Time

Start Date

Immediate

Expiry Date

16 Jun, 26

Salary

0.0

Posted On

18 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Gatekeeping, Travel Arrangement, Itinerary Planning, Meeting Reporting, Action Follow-up, Expense Claim Preparation, Document Formatting, Information Flow Management, Stakeholder Liaison, Record Keeping, Time Management, Problem Solving, Interpersonal Skills, Discretion, Diplomacy

Industry

Construction

Description

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. Please visit our website: www.turnerandtownsend.com Job Description Acting as the point of contact for Managing Director (“MD”) when he is out of the office. Maintaining and managing the MD’s calendars (business), including arranging meetings, conference calls, video conferences, together with all associated logistics and rescheduling of meetings when necessary. Provides a “gatekeeper” role - determine priority of matters of attention for the MD, redirect matters to staff to handle, or handle matters personally, as appropriate. Establishing itineraries for visiting senior directors in conjunction with them and/or their assistants. Arranging all travel and logistics including flights, trains, cars, visa and hotel accommodation using existing travel agents as required and work out detailed trip itinerary. Collate meeting reports so that MD is well-prepared ahead of meetings. Following up actions arising from meetings on the MD’s behalf. Co-ordinating monthly reporting for the MD’s accountable regions/segments including preparation of reports, coordination of inputs from stakeholders, and scheduling reviews. Prepare monthly expense claim for MD and seek approval. Formatting information/documents for internal and external communication – memos, email, presentations, reports. Manage information flow by liaising with internal and external parties on various projects and tasks in a timely and accurate manner. Interface between the MD and team members for any required approvals, signatures, etc. Organize and maintain various records and documents for MD Keep the MD advised of time-sensitive and priority issues, ensuring appropriate follow-up Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Directors as needed. Qualifications Qualifications A self-starter with prior experience working in a similar role for an international company highly preferred. Highly professional conduct, handling confidential matters with the utmost discretion and having a diplomatic approach to resolving issues are mandatory. Excellent English communication (verbal & written) skills. Strong organizational skills that demonstrate the ability to maintain balance among multiple priorities, with excellent attention to detail and quality delivery. Very strong interpersonal skills and the ability to build relationships with stakeholders, including clients, staff, board members, external partners/vendors. Demonstrated proactive approaches to problem solving using a solution-oriented mind-set. Highly resourceful team player, with the ability to effectively work independently. Proven time management skills. Proficient in full Microsoft suite of applications including Outlook (email and calendar), Word, Excel, PowerPoint and Teams. 3-5 years experience in supporting executive level in comparable organisation(s). Relevant Bachelor’s degree or diploma level qualification is an advantage. Advanced Microsoft Office Suite skills. 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. Please find out more about us at www.turnerandtownsend.com/ #LI-KA1 Join our social media conversations for more information about Turner & Townsend and our exciting future projects: Twitter Instagram LinkedIn 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. Department: Real estate

Responsibilities

The Executive Assistant will act as the primary point of contact for the Managing Director, managing complex calendars, prioritizing matters, and arranging all necessary logistics including travel and meeting coordination. Responsibilities also include collating reports, following up on action items, preparing monthly regional reports, and managing the MD's expense claims.