Executive Assistant (9 - 12 Month Contract)

Executive Assistant (9 - 12 Month Contract)

Cbre Ltd

Executive Assistant (9 - 12 Month Contract)

Details of the offer

Role Purpose To provide secretarial and administrative support to the Head of EMEA Building Consultancy and wider EMEA team on a daily basis to ensure that their needs and the clients’ needs are met at all times.

To provide secretarial and administrative support to the Head of UK Building Consultancy and Head of Business Development.

This role will be supporting 2 Exec Directors (Head of EMEA Building Consultancy and Head of UK Building Consultancy) and 1 Marketing Business Partner. The position will be a Fixed Term Maternity Cover contract for 9 - 12 months based in our City office.

Key EA Responsibilities

• An understanding of the ED’s priorities including diary management

• Organising complex travel both in EMEA, USA and AsiaPac as necessary for meetings and conferences

• Organisation of key meetings including:

o Weekly Operations meetings

o Excom meetings

o BC30 meetings

o Strategy meetings

• Creating agendas/collating all papers ahead of meetings

• Client and internal meetings, conference calls, lunches and dinners

• Creation of Letters and PowerPoint presentations to a high standard

• Preparation of confidential correspondence and various other documents

• Meet and greet clients, including booking meeting rooms, equipment and organising refreshments as necessary

• Liaison with the wider EMEA team either via email, con call or meetings

• Event Management; organisation of 8 key department events for 600 people including internal and external Clients

• Day to day management of 10 Assistants across Building Consultancy to include resource needs, absences and performance alongside HR

• Travel and expenses management

• Full management of filing/e-filing/archiving

• Other ad hoc tasks as and when required

Internal Comms Responsibilities

• Assist with building the weekly / monthly news roundup e-newsletters; writing and uploading articles and images and following up with contributors

• Manage content publishing to intranet and other digital platforms as required

• Liaise with the central internal communications team to ensure key BC news is picked up and promoted

• Arranging for content to be displayed on the digital screens and poster sites

• Ad-hoc support internal communications requests and tactical delivery of projects

• Ongoing building of the BC intranet site

Person Specification

• Prior EA/Secretarial experience

• Experience of working with internal/external clients

• Ability to work proactively and co-operatively

• Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met

• Pro-active and enjoys working autonomously and as part of a wider team

• Being 'one step ahead’, i.e knowing where they need to be, when and with the right paperwork

• Maintains a positive attitude towards routine tasks

• Accurate and exceptional attention to detail

• Extremely professional and approachable whilst also being adaptable

• Understands and appreciates the importance of using discretion

• Team player who deals effectively with colleagues and clients

• Excellent IT skills (Word, Excel, MS Outlook & PowerPoint) for the production of high quality documents, reports, correspondence, diary and email management

• Excellent communication skills, both verbally and in writing

- Diary
- Internal Communications
- Intranet
- Management
- Secretarial

Source: Bebee2



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