Executive Assistant Job ID 192549 Posted 12-Dec-2024 Service line Advisory Segment Role type Full-time Areas of Interest Administrative Location(s) London - England - United Kingdom of Great Britain and Northern Ireland **Role Purpose** The Executive Assistant will provide high quality and efficient support to the Head of London Markets and the City Leasing team to ensure optimising the time and efficiency of the senior leaders. By handling administrative tasks, streamlining communications and supporting leadership with departmental initiatives. The role will support the Head of London Markets, the Head of City Leasing, 1 ED, 2 SDs and 1 AD. **Key Responsibilities** Calendar and Meeting Management: + Efficiently managing the schedules, organising meetings and other appointments and ensuring that they are adequately prepared + Setting up recurring internal or external meetings when required + Take minutes during meetings and follow up on action items Travel Coordination: + Liaising with the travel company to book flights, train tickets and hotel accommodation + Creating travel itineraries for executive’s travel plans to optimise their time during their trips Email, Document and Communication Management: + When required, screening and prioritising emails, drafting communications on behalf and liaise with internal and external stakeholders. + Ensuring the handling of sensitive information with the utmost confidentiality and discretion + Proven experience of collating high-quality PowerPoint presentations and materials + Arranging meetings and preparing meeting agendas, facilities and catering as appropriate + Typing, proofing, formatting and organising presentations and reports + Prepare agendas, presentations, and meeting materials + Organise and maintain records and documents by ensuring version control and easy access + Extensive liaison with internal people/teams and external clients and their PAs in a professional manner, as key point of contact for client enquiries in fee earners absence + Undertaking revenue recognition submissions to ensures invoices are processed in a timely manner CBRE wide approvals: + IT equipment such as iPhone and iPad + Capital expenditure claims + Expense claims + Supplier and team invoices – timely processing to ensure completed within the deadlines required + Job set up on the system for the team – ensuring it is done in a fully compliant manner and in accordance with our process + Travel (outside UK) Marketing and Events: + Liaise with other team PAs to maintain up to date client lists in ClientIQ + Maintain marketing/event calendar for departmental events + Coordination of departmental events or any events hosted by EDs (Monthly Index calls, townhalls, monthly shout, strategy day, team away day etc.) + Arranging meetings and preparing meeting agendas, facilities and catering as appropriate + Track attendees responses to invitations and keep a record of all events in an organised manner **Skills** + Advanced IT skills (PowerPoint, Word, MS Outlook, Excel) + Good communication skills, both verbally and in writing + Team player who effectively works with colleagues and clients of varying seniority + Accurate and exceptional attention to detail + Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met + Maintain a positive and flexible attitude towards all tasks + Ability to form strong relationships and influence people + Pro-active with proven experience of working under own initiative **Personal Attributes:** + Proactive: Takes initiative and anticipates the needs of the executives + Adaptable: Able to handle a fast-paced and dynamic work environment. + Reliable: Dependable and trustworthy with a strong work ethic. + Interpersonal Skills: Able to build and maintain positive relationships with colleagues and stakeholders. + Previous experience in a senior PA or EA position ideally supporting ‘C Suite’ level + Experience managing senior stakeholders **Working at CBRE** When you join CBRE you will have the support and resources of a global firm where an entrepreneurial mind-set is encouraged. You'll realize your potential with challenging work, fast-paced assignments, an environment of constant learning and commitment to results. To enable your success, we provide the best tools, training and leaders in the industry. Our collaborative culture is built on our RISE values and reflects the needs and perspectives of our clients and our people. Our work is guided by our North Star: Creating the real estate solutions of tomorrow, so businesses and people thrive. This informs everything we do—from diversity, equity, and inclusion to sustainability initiatives to workplace safety and wellbeing. At CBRE, we believe that the more perspectives we have, the more dimensions we see. We welcome people with different backgrounds and experiences across industries to apply for open positions even if you do not match every element of the required skills. To discover more about what it’s like to work at CBRE, visit Life at CBRE (https://www.cbre.com/careers/careers-blog) **About CBRE** CBRE Group, Inc. (NYSE:CBRE), a Fortune 500 and S&P 500 company headquartered in Dallas, is the world’s largest commercial real estate services and investment firm (based on 2023 revenue). The company has more than 130,000 employees (including Turner & Townsend employees) serving clients in more than 100 countries. CBRE serves a diverse range of clients with an integrated suite of services, including facilities, transaction and project management; property management; investment management; appraisal and valuation; property leasing; strategic consulting; property sales; mortgage services and development services. **Equal Opportunities** We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age. For information about accommodations we can make during the recruitment process, please visit: https://www.cbre.co.uk/careers/accommodations CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)