Team PA

The purpose of this role is to provide competent, efficient and effective administrative support to the Senior Leadership in the Property Management Team.  The Property Management team is one of the largest teams. The team is broad and includes providing personalised services to our tenants; managing and maintaining our occupied and vacant properties; sourcing facilities and green utilities; managing our public spaces, greening and gardens. In carrying out our work the team can create value through building strong personal relationships with commercial tenants, residents, and wider stakeholder groups.  The Team PA role will support the Senior Leadership team as well as helping with administration duties for the wider team.

Key Responsibilities

• Administration: To provide high quality administrative PA support to members of the Property Management Leadership team.

• Diary Management: Provide proactive and accurate diary management to ensure the most efficient use of time, organising meetings, calls and video conferences. This will include the ability to manage meetings often involving multiple participants across all levels of the organisation and externally. 

• Budgets and Finance: Assisting with generating and overseeing purchase orders, invoices and supplier set ups for the team on the Voyager system.  Submitting expenses on the Concur system.  

• Document Creation: Creating presentations using PowerPoint and papers using MS Word, mail merge and Excel for internal and external audiences.  Assisting with proofing and formatting of documents/presentations. Ensuring documents are saved as per policies, procedures and systems.

• Customer communications: Supporting the creation and distribution of customer communications using mail merge, letter, and our internal digital platform.

• Events: Coordinating and supporting special projects and team/external events as required (e.g. team dinners, team socials, offsites, workshops etc.).  

• Travel Arrangements: Coordinating domestic and international travel arrangements, as necessary. 

• Inbox Management: Monitoring and management of email inboxes for the senior leadership team when they are on leave.

To achieve this, it will be necessary to: 

• Maintain key relationships with both internal and external contacts as required for successful execution of duties and responsibilities.

• Maintain and convey the highest levels of professional representation for the team and the business and recognition that relationships may involve senior stakeholders.

• In addition to working closely with immediate team, the role requires coordination and teamwork with other PA’s/EA’s, CoSec & Legal, Systems Support, Front of House, Maintenance etc. to keep relationships strong and share ideas and continuous improvement.

Key Requirements

• Planning and organising: Proven experience as a PA in a similar role. Excellent organisational skills with a proven track record of proactively taking the initiative and providing a high level of diary management. Prioritising activities that create greatest value; managing time, cost and resources effectively.

• Technical skills/ Knowledge: include a high level of understanding for MS Office Suite (Word, Excel, PowerPoint and Outlook). Knowledge of the Yardi Voyager system or similar would be ideal, but not a necessity.

• Personal Attributes: Ability to work on own initiative. Proactive, flexible multi-tasker, with a positive ‘can do’ attitude.  A self-motivated, enthusiastic and confident individual who works well with others in a practical & pragmatic approach to getting things done; influencing with integrity. Ability to draft communications and present documentation to the required high Grosvenor standard with strong attention to detail.

• Communication: Good clear communication skills both written and oral and providing excellent service when dealing with internal and external customers/ stakeholders in a calm, considered and professional manner.   

We know flexibility is important and take a hybrid approach to working, please contact us for further details.

Grosvenor is proud to be a Disability Confident Committed employer.  If you would like to speak with us for more detail, please contact [email protected]
 

We want you to have every opportunity to show us your strengths. There are adjustments available for our process, please contact us on [email protected] to discuss.

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