Personal Assistant

5日前

Tokyo Turner & Townsend Full time

Company Description

Who is Turner & Townsend?

All over the world people are using buildings, infrastructure, and assets we helped to deliver. It could be the hospital they work in, the railway they travel on every day, the fuel that powers their car or the data centre they depend on at work. For more than 75 years we've been helping to deliver transformational programmes across the real estate, infrastructure and natural resources sectors, making a difference to people's lives and ensuring a return on investment for our clients and their investors.

Our purpose:

Transforming performance for a green, inclusive, and productive world.

The world is changing and we have a responsibility to support that change, helping drive it and be part of it. Through the commitment, capability and care our team brings, we build trust between clients, suppliers, governments and society. Delivering better outcomes that have a positive impact on the world around us. We work smarter to face the challenges of the future; bringing the clarity that helps teams realise their full potential across the real estate, infrastructure and natural resources sectors. It's how we've made the difference for more than 75 years.

Our values:

Love a challenge: We love a challenge and we work hard to make change happen and see things through. We don't stand still, challenging ourselves and others to do better every day. And we are trusted to do the right thing, raising standards all the time.

Stronger together: We're stronger together by connecting people in diverse teams, so that we can all collaborate to deliver our best work. We focus on what matters and use our influence to build a better world for everyone.

Bring out the best in everyone: We bring out the best in everyone. We help each other to make the most of our potential, always learning from our experience. We treat each other with care and respect and make time to give everyone a voice.

Job Description

  • Acting as the point of contact for MD when he is out of the office
  • Maintaining and managing the MD's calendars (business & personal), 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
  • Attending to incoming telephone calls – screening, taking messages and returning calls where required.
  • Preparation of meeting materials (agendas, minutes etc.) for regional board/team meeting, take notes of discussion and prepare the initial draft of minutes
  • Draft, review and send communications on behalf of MD
  • Collate meeting reports so that MD is well-prepared ahead of meetings
  • Following up actions arising from meetings on the MD behalf
  • Co-ordinating monthly reporting for the Business Unit
  • 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

  • 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 requirements at all times.
  • Excellent English & Japanese 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

    • Education & Experience

  • 3-5 years experience in supporting executives level
  • 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

    #LI-DN1

    Join our social media conversations for more information about Turner & Townsend and our exciting future projects:

    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.

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