Personal Assistant

CBRE Group, Inc.; Birmingham; On-site; GBP 26,000 - 36,000; Full time

Job summary

CBRE Group, Inc. in Birmingham is seeking a professional Personal Assistant/Secretary to provide secretarial and administrative support to the UK Consultancy teams. The role covers Midlands and South Building Consultancy, coordinating diaries, travel, meetings, and client entertainments.

You will create letters and high-quality PowerPoint presentations, manage filing, and liaise with clients and internal teams to ensure deadlines are met with discretion and professionalism.

Qualifications

• Prior PA/Secretarial experience
• Experience of working with internal/external clients
• Ability to work proactively and co-operatively
• Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met
• Pro-active and enjoys working autonomously and as part of a wider team
• Being ‘one step ahead’, i.e knowing where they need to be, when and with the right paperwork
• Maintains a positive attitude towards routine tasks
• Accurate and exceptional attention to detail
• Extremely professional and approachable whilst also being adaptable
• Understands and appreciates the importance of using discretion
• Team player who deals effectively with colleagues and clients
• Excellent IT skills (Word, Excel, MS Outlook & PowerPoint) for the production of high quality documents, reports, correspondence, diary and email management
• Excellent communication skills, both verbally and in writing

Responsibilities

• An understanding of the teams’ priorities including diary management. This involves organising travel arrangements, client and internal meetings, lunches and dinners.
• Organisation of internal and external events including client entertaining and network events
• Creation of Letters and PowerPoint presentations from scratch to a high standard
• Preparation of outgoing correspondence and various other document
• Dictation typing, amending, formatting and binding reports
• Creating agendas/collating all papers ahead of meetings
• Full management of filing/e-filing/archiving
• Meet and greet clients, including booking meeting rooms, equipment and organising refreshments as necessary
• Communicate with the team, ensuring a high level of awareness of current priorities and whereabouts
• Travel and expenses management
• Administrative duties for the business’ one team Charity Partner, Shelter in accordance with supporting the Exec Director
• Other ad hoc tasks as and when required

Skills

Diary management

Client coordination

Time management

Attention to detail

Discretion

Team player

Proactive

Organisational skills

Tools

MS Word

MS Excel

MS Outlook

PowerPoint

Job description

Role Purpose

To provide secretarial and administrative support to UK Consultancy team on a daily basis to ensure that their needs and the clients’ needs are met at all times.

This role will be supporting the Midlands and South Building Consultancy team.

Key Responsibilities

• An understanding of the teams’ priorities including diary management. This involves organising travel arrangements, client and internal meetings, lunches and dinners.
• Organisation of internal and external events including client entertaining and network events
• Creation of Letters and PowerPoint presentations from scratch to a high standard
• Preparation of outgoing correspondence and various other document.
• Dictation typing, amending, formatting and binding reports
• Creating agendas/collating all papers ahead of meetings
• Full management of filing/e-filing/archiving
• Meet and greet clients, including booking meeting rooms, equipment and organising refreshments as necessary
• Communicate with the team, ensuring a high level of awareness of current priorities and whereabouts
• Travel and expenses management
• Administrative duties for the business’ one team Charity Partner, Shelter in accordance with supporting the Exec Director
• Other ad hoc tasks as and when required

Person Specification/Requirements

• Prior PA/Secretarial experience
• Experience of working with internal/external clients
• Ability to work proactively and co-operatively
• Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met
• Pro-active and enjoys working autonomously and as part of a wider team
• Being ‘one step ahead’, i.e knowing where they need to be, when and with the right paperwork
• Maintains a positive attitude towards routine tasks
• Accurate and exceptional attention to detail
• Extremely professional and approachable whilst also being adaptable
• Understands and appreciates the importance of using discretion
• Team player who deals effectively with colleagues and clients
• Excellent IT skills (Word, Excel, MS Outlook & PowerPoint) for the production of high quality documents, reports, correspondence, diary and email management
• Excellent communication skills, both verbally and in writing