PA to Director of Projects and Project Management Team

Overview

PA support to Director of Projects & design team: diary, docs, meetings, stakeholder liaison.

Key Responsibilities

• diary management
• meeting coordination
• email management
• invoice tracking
• document filing
• sharepoint

Tasks

This role will be supporting the Director of Projects, along with the Head of Design and Delivery, as well as part of their wider teams. The role will suit a dynamic individual who enjoys working in a fast-paced customer-focused environment. The successful candidate will have exceptional organisational skills coupled with communication and influencing skills; and have the confidence to liaise with a wide range of parties and work highly collaboratively with colleagues. -Coordinate with other ‘Team PA’ colleagues to ensure constant secretarial cover during working hours and during periods of absence (e.g. holiday and training) -Attend weekly team meetings to ensure requirements are being met -Assist with document preparation for Executive Committee and Board meetings as and when required, ensuring accuracy and attention to detail – using PowerPoint -Ensure all diaries are up to date with team members' holidays -Assist in managing the diary of the team, organising meetings and booking meeting rooms -Email management of Directors of Projects’ inbox – flagging urgent items for attention and actioning where appropriate -Act as the main point of contact for meeting attendees and an ambassador for GPE liaising with all relevant parties – external and internal – throughout -Arrange couriers and other deliveries where required -Ensure the team’s contacts are kept up to date in Outlook -Oversee invoices on Manhattan and send weekly reminders to the team to authorise any outstanding invoices -Maintain a good working knowledge of current projects to provide a pro-active, value-add ‘Team PA’ service -Document proofing -Prepare CPD logs for the team -File documents and, where relevant, correspondence keeping systems and records up-to-date and orderly. Electronic document filing must also be maintained on SharePoint -Ensure members of the team are on time for meetings by reminding them in advance of where they need to be and proactively responding to potential clashes/delays -Provide cover on the Main Reception from time to time -Prepare new supplier forms and liaise with Accounts team to ensure timely payment follow-through -Keep diaries under review making appropriate adjustments for conflicting priorities and short notice changes where business needs require this -Make all arrangements associated with meetings (attendee availability, venues, meeting rooms, facilities and, where relevant, travel arrangements), ensuring all details are taken care of to ensure smooth running

Requirements

• ms office
• project management
• 3 years
• real estate
• confidentiality
• teamwork

What You Bring

-Excellent spelling and grammar with attention to detail and accuracy at all times -Ability to communicate effectively with people – internal and external at all levels – always maintaining an outgoing and friendly approach with all parties -Ability to work autonomously -Advanced PowerPoint, Outlook, Word and Excel skills -Has a team-orientated mind-set and wants to be part of the team and GPE -Brings energy and focus to all aspects of their work -Preparedness to ‘go-the-extra mile’ to meet the needs of the business and, on occasion, flex working hours to meet business critical deadlines -Confidence to manage upwards and challenge appropriately -Excellent personal/work organisational skills: planning, ability to prioritise, flex, multi­task and complete work to tight deadlines -Strong diary management skills -Experience in a property or real estate company preferable -Some experience of working in a professional organisation. -Ability to handle private and confidential information with an appropriate degree of discretion and diligence -Adept at working in a fast-paced and dynamic environment -Ability to communicate and work effectively with all internal and external stakeholders and other PAs/EAs to help maintain a productive and supportive team environment -Minimum of 3 years’ experience supporting at a director level and a wider team -Strong project management -Ability to be firm and assertive as the situation demands -Ability to adapt and remain calm and unflappable in pressured situations

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Benefits

-Annual Leave -Competitive Remuneration -Hybrid Working (3 days in office) -Private Medical Insurance -Private Dental Insurance -Enhanced Parental Leave and Pay -Share Incentive Plan

About Gpe

-Specialises in repositioning under‑let buildings into high‑value office, retail and residential spaces -Offers fully managed and ready‑to‑fit workspaces, including bespoke office hotels with amenities -Typical projects include flagship London developments like those in Hanover Square and SoHo -Pioneered ‘office hotels’ in London, combining flexible leasing with premium fit‑out and building services -By matching development activity to market cycles, the company pursues long‑term outperformance

Sector Specialisms