Personal Assistant - Capital Advisors - West End
Role Purpose
To provide high level support to one of CBRE’s Executive Directors, two Senior Directors and the wider team. To provide general PA support on a daily basis, ensuring that their needs and client needs are met at all times. It may be required from time to time to assist other members of the Department.
We are looking for a PA to provide first class administrative support to an Executive Director and two Senior Directors within our Capital Advisors business. The ideal candidate will have gained experience within Financial Services or Real Estate and be able to build and manage global relationships at all levels. This position requires interaction with internal and external senior leaders globally.
Key Responsibilities
- Diary Management
- Organising and confirming meetings and conference calls with clients globally; booking of restaurants for client meetings;
- Organisation and booking of weekly business travel through the company’s preferred supplier - flights, train tickets, taxis and hotel accommodation;
- Amending, formatting and proof-reading reports, correspondence and presentations in Word and PPT to ensure they are in line with the corporate standard;
- Binding of reports and presentations;
- Organise and manage client events on behalf of ED, prepare and send out invites, track RSVPs/attendance, source venues and arrange catering, collate relevant marketing material and ensure for all to be at site in time, for London based events prepare and set up venue; assist Marketing Department as and when required;
- Prepare quarterly Global Deal Board in CampaignLogic, CBRE’s marketing communication tool, liaise with US and APAC offices to obtain relevant data;
- Responsible for the teams billing, KYC process of new customers and project set up;
- Answering the telephone for the ED/SDs as and when required, involves dealing with client queries, providing information, taking messages and fielding calls where appropriate;
- Keep Loan Services’ Debt Portal / Sharepoint site updated;
- Assist Business Development Manager with maintaining records in CRM System up-to-date;
- Complete expenses for ED and SDs;
- Admin support for the Frankfurt Office
- Support ED in his role as Executive Sponsor in two Diversity Networks, liaise with networks’ steering group members as and when required;
- General daily duties including opening and distributing the post, booking meeting rooms, ordering stationery and business cards and keeping holiday records up to date;
- Assist with onboarding process of new starters;
- Arrange for documents to be prepared and send to archiving for secure storage
- Organise quarterly Team Social / Activity Events;
- Buddy cover for other PA’s within Capital Advisors.
Person Specification/Requirements
- German speaker; (preferred)
- Good interpersonal skills;
- Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met;
- Maintains a positive attitude towards routine tasks;
- Accurate and exceptional attention to detail;
- Pro-active and enjoys working autonomously and as part of a wider team;
- Confident and assertive where required;
- Flexible approach to work;
- Understands and appreciates the importance of using discretion;
- Team player who deals effectively with colleagues and clients;
- Experience gained from working within Financial Services of Real Estate;
- Strong organisational and administration skills;
- Good IT skills (Word, Excel, MS Outlook, PowerPoint);
- A good standard of education;
- Exceptional communication skills, both verbally and in writing
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