Personal Assistant

Personal Assistant Role

Position Title: PA
Division: GBI
Location: London
Department: Human Resources
Reports to: HR Director
Direct Report Staff: No

About Grosvenor:

Grosvenor is a privately owned international property group, active in some of the world’s most dynamic cities. Our future success is tied to sustainable growth of the cities in which we have a presence. We have a vested interest in the future shape of urban landscape and aim to help create and manage attractive and vibrant cities in which people choose to live and work.  Grosvenor Group Limited is headquartered in London, with 16 offices in 11 countries, and consists of two main areas of business; Direct investment and Indirect investment.

Grosvenor Britain & Ireland aims to create value through its skills in place-making and design, repositioning locations in ways that change customer perceptions and deliver results for our stakeholders. We own and develop an exceptional range of properties and locations including our London estate with assets across 300 acres of Mayfair and Belgravia, and developments in cities around the UK including Edinburgh, Cambridge, Oxford and Southampton. Both teams have a common goal: to create great places for people to live, work and visit.

Purpose of Role:
 
The purpose of this role is to provide professional and confidential PA support to the GBI HRD and general administrative support for the wider HR team.

Key Responsibilities:

• Communicating internally and externally at all levels, sharing information as appropriate, whilst maintaining high levels of confidentiality.
• Proactive planning and organising of HRD’s diary including up-to-date meeting changes, preparation of papers and logistics where appropriate.
• Assisting with the preparation of reports, papers and presentations (e.g.: for RemCom, GBI Executive Committee and other departments as required).
• Management of inbox and emails, responding where necessary on behalf of the HRD.
• Build, understand and maintain effective networks and stakeholder relationships, both internally and externally.
• Planning and organising team events and meetings
• Provision of administrative support (e.g.: with mail merges, presentations and spreadsheets).  Provision of guidance, standards, templates and assistance with presenting external and (formal) internal documents and communications
• Project Support and Administration: Provision of proactive, administrative and logistical support for a number of HR related projects including the Grosvenor Graduate Programme, the Leadership Characteristics Programme and Workday.
• Process Improvement: Identification of inefficient processes and practices or areas where administration practices could be improved.
• General - Successful resolution of routine queries, assistance with POs, invoices and Expense Master, answering phones.  Provision of temporary cover for other Administrators when necessary.  Involvement in projects and ad hoc tasks as and when required.

Key Relationships:

• Maintaining key relationships with both internal and external contacts as is required for successful execution of duties and responsibilities.
• In addition to working closely with the immediate team the role requires coordination and teamwork with other PAs and the sharing of ideas and continuous improvement.

Key Requirements: 

• Proven experience as a PA in a similar role to director level with large amounts of meetings
• Experience working within an HR function and dealing with confidential information.  Able to maintain high levels of confidentiality and discretion as appropriate whilst working in an environment of collaboration.  Experience of providing support on a range of HR activities.
• High level of computer literacy with a willingness to participate in training to further skills.  Advanced skills in Powerpoint, Word and Excel.  Able to access data in systems
• Teamwork - Working collaboratively with others, practical & pragmatic approach to getting things done.
• Positive attitude – Confident with taking initiative. Enthusiastic with excellent organisational skills.  
• Flexible and able to effectively manage a number of priorities at any one time, prioritising activities that create greatest value and managing time, cost and resources effectively.
• Good communication skills both written and oral with strong attention to detail.
• An interest in accepting new ideas and supporting changes; driving and communicating changes.
• The successful candidate must be aligned with the GBI Business Principles of:
• There is only one team at Grosvenor
• We go out of our way to build long term, straight forward relationships
• We focus on financial sustainability as the guarantee of future success
• We always deliver on our commitments
• We are rigorous, thorough and efficient
• We act responsibly and deliver a positive impact on the communities we serve

 
At Grosvenor, we seek to recruit and develop people who share our values – expertise, integrity, loyalty and long term vision – and have the skills and ambition to help us implement our strategy.  We stick to our promises, build lasting relationships with partners and work closely and responsibly with local communities.