Team PA - 12 month Fixed Term Contract, Part Time (3 days a week)

Purpose of Role

The purpose of this role is to provide efficient, competent and proficient administrative support to the Investment and Regional Offices teams in a wide range of activities to enable them to make the best use of time and to promote more effective working practices across the business. The role is a 12 month fixed term contract maternity cover, part-time, three days a week.

Key Responsibilities

•   Administration - Provide proactive administrative support to the Investment and Regional Offices teams to a consistent high standard including producing internal and external documents. Support for the team on ad-hoc tasks including minute taking, arranging couriers etc.

• Diary Management – Provide proactive and accurate diary management to ensure the most efficient use of time. Organisation of meetings, meeting rooms, IT Equipment, security passes, hospitality, calls, video conferences and team events. Able to manage meetings across a variety of projects in various locations around the country, alongside managing meetings for the teams predominantly based in London.

• Finance – Creating purchase orders, processing invoices (30-50 each week estimated), assisting with the set up new suppliers and when needed, processing credit cards and cash expenses for the team. Tracking purchase orders on individual project spreadsheets.

• Travel booking – Organising and booking efficient team travel and accommodation for meetings and events.

• Events – Arrange and coordinate team events, including site visits, company visits to project sites, alongside organising the wider Investment team events (including team volunteering days, away days, team building activities).

Key Relationships

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

• Maintaining and conveying 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 (Work, Excel, PowerPoint and Outlook). Knowledge of the Yardi Voyager system or similar is an asset.

• Ability to use technology such as Microsoft Teams Copilot and Facilitator to support meetings end-to-end, including generating automated notes, action logs and meeting recaps, and managing permissions for recordings and transcripts.

• 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 and a good eye for thoroughness and accuracy.

• 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.

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.

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]

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