Personal Assistant - London, United Kingdom - CBRE

Description

Role Purpose
To provide PA support to the Fee Earners within the Project Management & Building Consultancy team, in addition to providing administrative support to the wider team members on a daily basis to ensure that their needs are met at all times.
Key Responsibilities

• Extensive diary management for Senior Team, prioritising commitments, forward planning, in addition to inbox management and drafting replies to emails, enquiries where necessary.
• Liaising with clients, responding to their requests when required.
• Creating bespoke presentations using PowerPoint for client presentations.
• Creating, updating, maintaining, formatting client schedules and circulating/printing for meetings.
• Preparing and amending corporate presentations, minute templates, memos, and letters.
• Using PDF Editor to create/amend/extract presentation material such as tenant mix plans, client presentations including branding appropriately.
• Copy typing reports, letters, schedules, agendas and minutes.
• Formatting letters, reports, schedules, minutes, heads of terms using Word and Excel.
• Arranging internal/external meetings, conference calls/online sessions using Teams and Zoom for the team; includes using the internal software for room bookings, circulating dial in details as appropriate and arranging catering/ supplies as needed.
• Effective gate keeping: managing all incoming communication (including phone calls, voicemail and e-mail), efficiently establishing priorities and ensuring that all correspondence and enquiries are processed in an accurate, professional and timely manner.
• Expenses creating and logging expenses for all team members.
• Marketing preparation of particulars, circulation of marketing collateral.
• CIQ/MIQ and Finish line integral part of the development of these systems making them relevant to PJM and fit for purpose.
• Fielding calls, monitoring website enquiries and coordinate subscriptions, RICS Applications.
• Booking travel/accommodation and making bookings for restaurants, hospitality for clients.
• IT process new and replacement equipment and deal with general issues.
• On boarding new staff members and all that entails.

Person Specification/Requirements

• Excellent communication and written skills
• Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met
• Highly developed time management skills - the ability to work to very tight deadlines while maintaining a high standard of accuracy
• Maintain a positive attitude towards routine tasks
• Diligent with accurate and exceptional attention to detail
• Pro-active and forward thinking, enjoys working autonomously and as part of a wider team
• Able to liaise with various levels of seniority with ease
• Flexible approach to work
• 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, PDF Editor with previous use of Zoom, Teams etc useful).