PA to Exec (Data & Tech) - 12 months FTC

Landsec; London; Hybrid; GBP 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a skilled Personal Assistant to support the Chief Data and Technology Officer. This role is integral to ensuring smooth operations within the Data and Technology team, requiring exceptional organizational skills and a proactive attitude. You'll manage complex travel arrangements, oversee diary management, and coordinate meetings, all while contributing to a supportive and collaborative environment. With a focus on sustainability and community impact, this position offers a unique opportunity to grow within a forward-thinking organization that values diversity and inclusion.

Benefits

Performance based annual bonus plan

25 days annual leave plus bank holidays

Enhanced pension contributions

Private medical insurance

Health Cash Plan

Life assurance and income protection

Enhanced maternity and parental leave policies

Volunteer days

Employee assistance programme

Cycle to work scheme

Qualifications

• Significant secretarial/PA experience at Senior Leader/Director level.
• Highly IT literate with advanced skills in Outlook, Word, and PowerPoint.
• Good attention to detail and proactive in managing tasks.

Responsibilities

• Manage complex travel itineraries and diary management for executives.
• Coordinate meetings, prepare expense reports, and assist with conferences.
• Handle office administration and manage electronic task systems.

Skills

Diary Management

Email Management

Travel Coordination

Office Administration

IT Literacy (Outlook, Word, PowerPoint)

Attention to Detail

Proactive Initiative

Job description

We’re Landsec

We are Landsec, we build and invest in buildings, spaces and partnerships to create sustainable places, connect communities and realise potential.

We are one of the largest real estate companies in Europe, with a portfolio of retail, leisure, workspace and residential hubs. Landsec is shaping a better future by leading our industry on environmental and social sustainability while delivering value for our shareholders, great experiences for our guests and positive change for our communities.

Location:

This role is based in London, Victoria, and offers hybrid working, with majority of the working week in the office. We recommend discussing arrangements with the hiring manager to find the best fit for both you and the role.

The Role:

• Accountable for diary management including prioritisation, categorisation, screening diary requests and forward planning. Keep Exec’s team abreast of their availability, upcoming deadlines to help prioritise everyone’s workload. Ensuring adequate preparation time is allowed at key times of the year.
• Managing internal and external visitors including managing expectations on Exec availability.
• Complex management of Exec’s email account to include filing, clearing daily email influx, categorising and maintaining the flag (to-do-list) system.
• Responsible for office administration such as filing, opening post and distributing/action where possible. Draft written responses to emails and correspondence where appropriate and acting as a focal point for all external visitors.
• Salary: Competitive

The Team:

You will be part of the Data and Technology team, providing key support to the Chief Data and Technology Officer. This role involves helping with projects and ensuring smooth day-to-day operations.

What you will be responsible for:

• Managing complex travel itineraries both internationally and domestically. This includes planning of time zones and visa requirements.
• Prioritise the Exec’s workload by managing the electronic task system. Follow up reminders on outstanding deadlines, such as Exec’s actions on meeting minutes etc.
• Prepare daily Bring Forward papers ensuring papers are read in a timely manner.
• Timely and complete preparation of expense reports. To include background information on receipts and label accordingly.
• Coordinate information for the monthly Exec report, putting appropriate reminders in place to ensure D&T papers are submitted on time for Executive Leadership Team (ELT) meetings.
• Manage D&T Leadership Team (LT) paper process. Managing timelines and deadlines for monthly LT meetings, this includes timely reminders of when papers are due in. Taking minutes / actions as appropriate for the LT meetings.
• Assisting with key conferences, meetings and training events and coordinate all meetings, room bookings, catering etc. Coordinate presentations and corresponding scripts.
• Managing all aspects of the Purchase to Pay process for the Senior Executive cost centre which may include new supplier onboarding and Purchase Order processing.
• Screen telephone calls and delegate where appropriate and organise and coordinating international conference calls/video conferences.
• Team administration including maintenance of holiday and absence/sickness records for Director and the direct reports

Your skills, experience and qualifications:

Essential criteria

• Significant secretarial/PA experience at Senior Leader/Director level
• Highly IT literate with advanced IT skills (especially in Outlook, Word and PowerPoint)
• Experience of audio and copy typing
• Good attention to detail
• Proactive and able to work on own initiative

This is a 12 months Fixed Term contract.

Life and Benefits at Landsec

We have a great benefits package, there to support you with your work-life balance and in moments that matter. We offer fantastic Learning and Development opportunities to help you grow and reach your potential and we also play our part in supporting the communities where we live and work.

Below are some of our core benefits, make sure to visit our My Total Reward page for more information.

• Performance based annual bonus plan

• 25 days annual leave (plus bank holidays) rising to 27 days after 2 years and the option to purchase up to 10 additional days each year. Enjoy an additional three-day December festive break on top of your leave and a special ‘My Day’ to take off for whatever you choose.

• Enhanced pension contributions – Landsec will contribute up to 10.5% subject to your contribution.

• Private medical insurance, Health Cash Plan, Life assurance and income protection.

• Enhanced maternity, adoption, shared parental leave policies (view our Family policies page for more details)

• Two different share plans enabling you to share in the success you will help to build

• Up to 4 working days to volunteer per year and 'Give As You Earn' programmes allowing you to donate to charities straight out of your pay and we top up by 20%

And when it comes to your health and wellbeing you will also have access to other benefits: our employee assistance programme, digital GP, cycle to work scheme, a mindfulness app and a health app supporting fertility and menopause

Diversity and Inclusion

At Landsec, we value diversity & inclusion. We work to better reflect the diversity of the communities we work within and empower everyone who works at Landsec to realise their potential.

We strive to ensure all our information, and services are accessible to andusableby everyone. If you would like to receive any information in a different way or would like us to do anything differently to help you apply for our roles, please get in touch with our recruitment partners by [e-mail]

To find out more about our approach, visit our Diversity and Inclusion page.