HR Team Assistant

Job description

We are seeking a Team Administrator to provide administration support to the HR Director and the wider HR team. This is an exciting role to work within the HR function and provide day to day support to the team. Main Duties Provide comprehensive administrative support to the HR Director and wider HR team, ensuring the effective management of priorities and deadlines. Manage the HR Director's high volume, fast paced and confidential email inbox, effectively prioritizing competing demands, tracking actions and deadlines, and ensuring all communications are responded to, escalated and progressed in a timely manner. Coordinate and manage a highly complex diary, including scheduling, prioritising, rearranging meetings, and liaising with other Executive Assistants and key stakeholders. Support the wider HR Management Team by coordinating management meetings, preparing agendas and supporting materials, and tracking actions to ensure key priorities, initiatives and deadlines are met and delivered successfully. Proactively organise appointments, meetings and key activities, setting reminders and ensuring all supporting documentation, presentations and materials are prepared in advance. Arrange travel and accommodation and related logistics for the HR Director when required. Produce and maintain high-quality presentations, quarterly board packs and other meeting materials alongside the HR management team, demonstrating strong attention to detail. Create and maintain spreadsheets, project trackers and plans to support HR activities and reporting requirements. Monitor and escalate key approvals and decisions in line with corporate governance requirements to ensure business deadlines are met. Coordinate and track People Playbook activities and HR workstreams, ensuring milestones and monthly deliverables remain on schedule. Liaise and collaborate with the Global HR team, other Regional HR Directors and stakeholders on global and regional HR initiatives. Manage the purchase order and invoice payment process through the finance system, ensuring accurate and timely completion. Act as a first point of contact for enquiries, handling queries by telephone, email and in person in a professional and confidential manner. Provide general administrative support, including document preparation, printing, scanning and record management. Build effective working relationships with Business Assistants, Team Administrators and colleagues across the organisation. Support the delivery of ad hoc projects, initiatives and business improvement activities as required. Handle sensitive and highly confidential information with discretion and professionalism at all times. Undertake travel to the London office up to twice monthly to support the HR Director with operational and strategic HR activities. Proven administration experience working effectively as part of a busy team Strong attention to detail, with the ability to multitask and adapt in a fast-paced environment Ability to produce quality work in short timescales and under pressure Strong communication skills Excellent Microsoft Office skills using Word, Excel, PowerPoint, Outlook and Teams Able to demonstrate excellent organisational skills and be self-motivated and proactive Ability to work as part of a team and be able to work on own initiative Build and maintain effective relationships with senior and executive-level stakeholders, confidently navigating complex and challenging situations and managing differing priorities with professionalism, tact and resilience. 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-MW1 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. 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.