Become an integral part of the Global Real Estate team where you will have the opportunity to work in a fast-paced organization and each day will be unique! This role provides a platform for professional growth and skill enhancement. Be part of a team that is results-oriented, with a focus on attention to detail and quality.

As an Executive Assistant within the Chief Administration Office, you will be supporting the Head of Location Management and Global Real Estate Americas West Region within this fast-paced environment. You should possess significant knowledge and expertise with an advanced skill set, and should be able to work with limited direction and sound judgement. Additionally, you should have a high degree of confidentiality, strong work ethic, good time management, resourcefulness, diligence, and a strong business and client deliverable focus.

Job responsibilities

• Provide advanced, proactive diary management; to include senior meetings, conference calls, and ability to manage orchestration of Off-Sites/Town Halls/Skip-Levels
• Manage complex multi-leg travel arrangements within policy and groups budget. Co-ordination of flights, trains, check in, VISAs, accommodation, and ground transportation logistics. Handle a multitude of frequent changes at short notice and prepare accurate travel itineraries.
• Co-ordinate department scheduling & transactional activity
• Maintain expense management through the firms applications. Oversight of expense processing for travel related expenses,
• Onboard/offboard of teams personnel and associated work
• Document production and editing using MS Office suite
• Ability to face off to wider support groups and partner with Business Management and other key business stakeholders cross Lines of Business. Confident to act on behalf of seniors with a strong degree of ownership
• Ability to utilize internal systems, complete accurate data entry, produce reporting, MIS and metrics, and information collation using MS Office suite and internal systems as required
• Oversight for distribution lists, technology usage and other administrational housekeeping
• Become an integral part of the business, understand changeable group priorities and business expectation, and take appropriate action
• Partner with assistants cross Line of Business to provide coverage as required and build a global network

Required qualifications, capabilities, and skills

• At least five years of administrative experience
• Professional executive client handling, ability to build and maintain business relationships
• Advanced executive diary management, can apply good judgment and understand competing priorities
• Strong, executive communication style both written and verbal with high degree of confidentially professionalism and gravitas
• Experienced travel coordinator: production of accurate itineraries, plan B & C, able to navigate systems expertly and optimise travellers time effectively with oversight of business costs
• Can demonstrate pro-activity and ownership within the role
• High level technical capabilities
• Strong awareness of expense systems and cost control initiatives e.g., can champion expense policy, billing processes and challenge stakeholders where necessary

Preferred qualifications, capabilities, and skills

• Experience supporting at the Managing Director level (or equivalent) or above strongly preferred
• College degree is a plus

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.