Job Description Summary
The Asset Services team is providing commercial, technical and accounting services to property owners. The assistance is responsible to provide secretarial and administrative support to the team.
Role Purpose :
To provide a whole range of secretarial and organisational support to Cushman & Wakefield Asset Services team to enable it to execute the business lines strategy and business plan and provide best in class service.
Core Responsibilities :
Be the gatekeeper to manage the time of the Asset Services professionals - efficiently and proactively organise diary, appointments and travel
Screen and prioritises incoming e-mails, directly responding to mails where appropriate
Initiate, receive and follow-up on calls from internal and external clients, taking messages and responding as appropriate
Schedule, book and arrange resources for conferences, meetings, appointments and travel, following firm policies e.g. ensure use of Cushman & Wakefield travel supplier
Organise meetings at all levels and prepare associated documentation
Compile presentations for client meetings, bid responses and marketing activity related to the retail assets
Attend clients’ meetings when necessary and write meeting minutes
Maintain team leave records
Provide secretarial and administrative support to team members as required including inductions of new team members
Answer telephone and email queries promptly for absent team members
Provide general office support including faxing, photocopying, filing, typing letters, scanning, binding, archiving, opening and disseminating post, dealing with queries when necessary
Create correspondence e.g. apologies for meetings, drafting response to enquiries, etc
Plan own workload to ensure work is completed and deadlines are achieved, and that the team is prepared for meetings / events, as required
Use initiative to ensure all arrangements run smoothly for the team
Take ownership of own development activities and achieve own goals
Ensure equipment, facilities and stationary are maintained to optimum levels at all times
Be flexible in order to undertake nominated / additional duties in order to ensure the smooth flow of work through the team or business units
Organise induction of new team members, i.e. set up introductory meetings with colleagues and clients as appropriate, order IT kit, arrange team lunch, explain team procedures, etc.
Support the Asset Services Team in providing a fast-moving, forward thinking approach, encouraging a supportive environment within the division
Able to manage / resolve complex and conflicting diary / work issues and deadlines using team structure and by negotiating timeframes on work
Prioritises and re-prioritises workload to meet teams requirements and ensure all logistics run smoothly
Help to resolve minor technical and technology problems
Organisation of client and team entertainment
A qualification in relevant field of secretarial practice
Knowledge & Experience :
Highly proficient in all Microsoft programmes including MS Word, PowerPoint, Excel and Outlook. Audio typing experience essential.
Must be able to multi-task and manage multiple priorities.
Ability to set up conference calls and WebEx using the required technology (e.g. Cisco phone system, BT WebEx)
Client relationship management skills
Excellent skills in French, English and German both written and oral. Outstanding attention to detail is essential.
Demonstrable Secretary / PA experience.
Experience working in the property sector or financial or professional services firm an advantage
Skills & Personal Qualities :
Proven IT skills
Excellent verbal and written skills
Proactive in assisting other colleagues when needed
Positive attitude and willingness to help others even when it is not in your normal job responsibilities
Personable, approachable and able to converse with people at all levels within the organisation both internally and externally
Strong organisational and planning skills along with the ability to confidently prioritise tasks in a timely fashion
Enthusiastic, adaptable and capable of dealing with a variety of tasks at once
Ability to work under significant pressure within a fast paced environment
Able to work on own initiative with little or no direct supervision with high levels of integrity
High levels of integrity and confidentiality
Proactive with the ability to work either on own initiative or as part of a team
Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity, protected veteran status or any other characteristic protected by law.