Executive Assistant
Turner & Townsend

Company Description

At Turner & Townsend, we are passionate about making the difference. That means delivering better outcomes for our clients, helping our people to realize their potential, and doing our part to create a prosperous society. With more than 6,000 professionals in 112 offices across 45 offices, we help our major global clients deliver ambitious and highly technical projects, providing the skills and insight to improve the way they develop, deliver and operate their physical real estate assets.

Across private and public sectors, our talented professionals provide the most innovative solutions for our clients' greatest challenges. Our clients value our proactive and client-centric approach, depth of expertise, integrity, and the quality of the work we deliver. As a result, our employees get to work for the top global brands on some of the most exciting projects around the world.

Job Description

Turner & Townsend is looking to fill an Executive Assistant rolededicated to providing first hand support to the Executive Vice President of the West USA.

The EVP has responsibility for overseeing all aspects of the management, development and governance of the West Territory, together with a number of responsibilities related to the USA Board. The business is growing quickly and has many pressures resulting from this growth. This role is essential to ensuring that he can continue to guide the business to continued success.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the EVP. The Executive Assistant serves as the liaison to clients and the West Territory senior management team (San Francisco, Pacific Northwest, Los Angeles, and Phoenix cost centers), and oversees events and special projects. The Executive Assistant will have the ability to work independently and must be able to work under pressure at times to handle a variety of activities and deadlines.

Key Objectives:

• Establish/continue and maintain streamlined processes to maximize efficiency, increase productivity, and free up the Executive Vice President's time to focus on Business Generation, Strategic Initiatives, Account Management, USA Board responsibilities and reporting, and the growth and leadership of the West territory.
• Anticipate needs, pre-empt and resolve issues and prioritize tasks to pro-actively assist the Executive Vice President in managing the workload and meeting key objectives and responsibilities.
• Get to know the team, what projects they are working on, what opportunities the West Territory cost centers are chasing, etc. Build positive relationships, attend staff meetings and extracurricular events.

Executive Assistant / Administrative Responsibilities:

• Maintain to do list. Keep and maintain a prioritized and current action item list for daily review with the Executive Vice President.
• Manage EVP's inbox and internal communications.
• Handle time entry for EVP and approvals, time recap spreadsheet.
• Expenses entry, approvals and tracking.
• Calendar management. Schedule internal + external meetings, conference calls, video conferences, 1 on 1's, in various time zones.
• Plan, coordinate and schedule Leadership Team meetings, team building events, leadership retreats, holiday parties, happy hours, visits from other staff and executives, lunches, dinners and off-site meetings.
• Prepare and distribute meeting minutes before weekly Directors meeting and additional meetings as necessary.
• Travel coordination. Flights, car rentals, car services, hotels, travel reward programs, TSA pre-check.
• Correspondence, presentations, reports, templates, filing.
• File and folder management, document control.
• Manage subscriptions, publications, memberships.
• Org charts and office roster. Maintain the roster of West territory cost centers staff, job titles, commissions/projects, and line managers.
• Manage various excel trackers and keep them up to date.

Other Tasks and Responsibilities:

• Training. Assist with the preparation, scheduling and organization of the training program.
• CR Support (Corporate Social Responsibility). Coordinate with the team on upcoming events, reporting to Corporate.
• Vendor Management. Assist as needed with T&T vendors, payments, contracts, etc.

Software Platforms and Technology:

• Microsoft Office Suite (Word, Excel, Outlook and PowerPoint) and G Suite.
• Video conference technology platforms (Microsoft Teams).
• SAP Concur for travel bookings and expense reporting
• Learn and utilize various internal T&T systems.

Qualifications

• 5+ years of relevant experience, college and/or post-graduate degree.
• Experience working with executives and discretion in dealing with confidential information.
• Strong problem solving skills coupled with a creative, positive, can-do attitude.
• Excellent people skills, both internal and external.
• Independence, self-motivation, and a pro-active approach
• Prioritization, organization, time management and follow through skills.
• Computer, software and technology familiarity, experience and aptitude including Microsoft and G-Suite.
• Excellent written and verbal communication skills, accuracy and attention to detail.
• Flexible and able to adapt to change.

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.

Turner & Townsend does not accept any speculative or unsolicited CV's that have been sent to our internal recruitment team or hiring managers from agencies outside of our preferred supplier list or that have not followed due process. Any speculative or unsolicited CV's will be treated as a direct application.

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All your information will be kept confidential according to EEO guidelines.

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