Executive Assistant

2 weeks ago

Jakarta, Indonesia 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**:

- Serve as a primary point of contact and liaison between the Real Estate Lead and Operations Director and internal/external stakeholders.
- Maintain the diaries of the Real Estate Lead and Operations Director, Indonesia, scheduling appointments and managing their calendar effectively.
- Establish and maintain an organized filing system, ensuring the accurate maintenance of records and important documents.
- Track and follow up on information and actions on behalf of the Real Estate Lead and Operations Director, Indonesia, escalating critical matters as necessary to ensure timely completion.
- Create professional and polished documents, including briefing papers, reports, and presentations, ensuring high-quality output.
- Arrange and coordinate meetings, including the preparation of meeting materials, taking minutes, and providing support during sessions.
- Handle travel arrangements for the Real Estate Lead and Operations Director, Indonesia, including flights, hotels, transportation, and visas. Update the International Travel Register and SOS system as required.
- Prepare accurate and timely expense claims, obtaining necessary approvals before submitting them to the finance department.
- Manage timesheet claims, ensuring accuracy and obtaining approvals prior to submitting them to the finance department.
- Act as the interface between the Real Estate Lead and Operations Director, Indonesia, and relevant stakeholders for business approval documents.
- Maintain and update the Contacts & Marketing Database and LinkedIn, uploading business cards and contact details.
- Coordinate and send invitations, as well as compile reports for management and board meetings chaired by the Real Estate Lead and Operations Director, Indonesia.
- Collaborate with regional executive assistants to coordinate travel itineraries for senior management visiting Indonesia.

**Qualifications**:
**Requirements**:

- Proven experience as an executive assistant or similar role, preferably in a fast-paced environment.
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
- Strong attention to detail, ensuring accuracy and quality in all deliverables.
- Proficient in using office productivity software (e.g., Microsoft Office Suite) and familiarity with document management systems.
- Outstanding verbal and written communication skills, including professional etiquette.
- Ability to handle confidential information with discretion and maintain a high level of professionalism.
- Strong problem-solving skills, with the ability to anticipate needs and find practical solutions.
- Flexibility to adapt to changing priorities and work independently or collaboratively as needed.
- Knowledge of the real estate industry or related field is a plus.
- Bachelor's degree or equivalent experience is preferred.

Additional Information

Our inspired people share our vision and mission. We provide a great place to work, where each person has the

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