Role Purpose

To provide PA support to the Executive and Senior Directors within the Retail team, in addition to providing administrative support to the wider team members on a daily basis to ensure that their needs are met at all times.

Key Responsibilities

• Extensive diary management for Senior Team, prioritising commitments, forward planning, in addition to inbox management and drafting replies to emails, enquiries where necessary.
• Liaising with clients, responding to their requests when required.
• Creating bespoke presentations using PowerPoint for client presentations.
• Creating, updating, maintaining, formatting client schedules and circulating/printing for meetings.
• Preparing and amending corporate presentations, minute templates, memos, and letters.
• Using PDF Editor to create/amend/extract presentation material such as tenant mix plans, client presentations including branding appropriately.
• Audio copy typing reports, letters, schedules, agendas and minutes.
• Formatting letters, reports, schedules, minutes, heads of terms using Word and Excel.
• Arranging internal/external meetings, conference calls/online sessions using Teams and Zoom for the team; includes using the internal software for room bookings, circulating dial in details as appropriate and arranging catering/ supplies as needed.
• Effective “gate keeping”: managing all incoming communication (including phone calls, voicemail and e-mail), efficiently establishing priorities and ensuring that all correspondence and enquiries are processed in an accurate, professional and timely manner.
• Update the Work In Progress.
• Expenses – creating and logging expenses for all team members.
• Marketing – preparation of particulars, circulation of marketing collateral.
• CIQ/MIQ and Finish line – integral part of the development of these systems making them relevant to retail and fit for purpose.
• Fielding calls, monitoring website enquiries and coordinate subscriptions, RICS Applications.
• Booking travel/accommodation and making bookings for restaurants, hospitality for clients.
• IT – process new and replacement equipment and deal with general issues.
• On boarding new staff members and all that entails.

Person Specification/Requirements

• Excellent communication and written skills
• Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met
• Highly developed time management skills - the ability to work to very tight deadlines while maintaining a high standard of accuracy
• Maintain a positive attitude towards routine tasks
• Diligent with accurate and exceptional attention to detail
• Pro-active and forward thinking, enjoys working autonomously and as part of a wider team
• Able to liaise with various levels of seniority with ease
• Flexible approach to work
• 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, PDF Editor with previous use of Zoom, Teams etc useful).

About CBRE

CBRE Group, Inc. (NYSE: CBRE), a Fortune 500 and S&P 500 company headquartered in Dallas, is the world’s largest commercial real estate services and investment firm (based on 2020 revenue). The company has more than 100,000 employees serving clients in more than 100 countries. CBRE serves a diverse range of clients with an integrated suite of services, including facilities, transaction and project management; property management; investment management; appraisal and valuation; property leasing; strategic consulting; property sales; mortgage services and development services.

In the UK, we service our clients from our offices in Aberdeen, Birmingham, Bristol, Edinburgh, Glasgow, Leeds, Liverpool, Manchester, and Southampton.

Equal Opportunities 

We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.