Executive Assistant

Role Purpose Primary role is to support the Managing Director (MD) and Chief Operating Officer (COO) of our Operational Real Estate (OPRE) team. The individual must understand the responsibilities, needs and priorities of the MD and COO to create the time and space needed for them to focus on the most strategically critical demands of their position. The ideal candidate will have gained experience within Hospitality or Real Estate and be multilingual (English plus at least one of the following; French/Spanish/Italian) This position requires constant interaction with senior stakeholders so the successful candidate must be comfortable liaising with the board members and heads of department across the wider CBRE business. Key Responsibilities Work with the MD and COO to focus on the most important issues and opportunities/initiatives. Manage their time and calendar by exercising discretion and decision-making while sorting and filtering requests for the Executive's time, all the while ensuring strategic priorities are met in a timely manner. Keep the MD and COO on schedule by providing prompts. Responding to routine questions and requests and referring higher level managerial requests to relevant senior team (could be direct reports to MD & COO). Perform special projects as directed, including the review, research, summarisation or analysis of information and preparation of presentations. Working with the MD & COO to manage a portfolio of client/internal relationships including scheduling of meetings and relationship management tactics. Tracking the delivery of the MD & COO's goals and objectives. Work with the COO on meeting planning, preparation and coordination, including logistics, materials, etc. Work with the MD & COO to identify and schedule strategic presentations. Attend key meetings with the MD & COO with the purpose of ensuring follow-up and execution on identified next steps. General Duties Receiving telephone calls and correspondence (including emails) and flagging them as appropriate. Composing non-routine and routine correspondence, including preparing and proofreading letters, memos and other documents using proper grammar, spelling, punctuation. Compiling and organising data for special reports and sending correspondence on behalf of the MD and COO using their "voice". Forward planning and managing diaries for the MD and COO including complex travel arrangements which can change at short notice. Reconciling corporate credit card statements and submitting expenses on behalf of the MD & COO. Assisting with preparation and delivery of client conferences or events Providing general business support to the wider department as required Involvement in departmental projects as required Organising corporate / social events Representing the department on the PAS committee, with active engagement in extra-curricular activities (i.e. charity initiatives, volunteering, diversity networks) Person Specification/Requirements Previous experience in a senior PA position ideally supporting 'C Suite' level Demonstrable experience managing senior stakeholders (including remote line management) Previous experience working in Hospitality or Real Estate industries will be an advantage Exceptional organisation skills Advanced use of Microsoft Office suite. Familiarity with Mac systems would also be an advantage Ability to form strong relationships and influence people Accurate and exceptional attention to detail Ability to prioritise and co-ordinate demands efficiently ensuring all deadlines are met Ability to build trust and maintain confidences and operate with the utmost levels of integrity Pro-active with proven experience of working under own initiative Excellent communication skills, both verbally and in writing Experience in supporting at board level for a global organisation is highly advantageous