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Our small Canadian-born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real estate organization. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people’s lives. In short, we are a global commercial real estate advisory firm with a simple aim: for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long-lasting social value and economic impact.
Why Work for Us:
We believe that our industry is changing, and we want our business to be a melting pot of curious minds, passionate hearts and strategic intelligence. Your gender, religion and race are all highly respected, but are less important to us than your ability to step up and change the game. We provide you with a place where you can do just that, with like-minded people. Collaboration is embedded in the way we work – our people have the autonomy to collaborate on client relationships, engage teams across the business, lead operations, work collectively on projects, participate in strategy and are ultimately responsible for our growth. Our distinctive Principal-led, privately-owned model puts us in the enviable position of being able to offer every employee the opportunity to own a share of our business and inspires and allows anyone to become a Principal. This role carries voting rights, so our people have a very real say in the future direction and operation of our business. This means that we are able to attract, engage and retain the best talent from the industry.
Responsibilities
Midlands office
Supporting the Regional MD with the tasks described below providing a highly effective EA resource across client relationship management, PR and events, and organising key internal meeting infrastructure within the Midlands office:
* Ownership of Birmingham office communications/newsletter
* Liaison with front of house and office manager as required to ensure the office is a good place to work and effective in accommodating client and colleague needs
* Fielding general enquiries for the Birmingham office liaising with the Birmingham EA cohort to provide constant cover.
Business and client development
* Regular engagement with stakeholders to discuss actions, priorities, expectations and future planning
* Takes the lead with the Sales Enablement Process, work with stakeholders to ensure that this is effectively managed. Leverage AY brand assets including the preparation of written and electronic documentation against strict qualification criteria and timescales.
* Work alongside the Design Team
* Work with Principal and Director’s direct reports to ensure project deadlines are met
* Help to maintain brand assets and liaise with other departments regarding template updates and formatting
* Takes the lead in coordinating events, conferences and meetings
* Host and entertain key client EAs to form sound business relationships to leverage business opportunities
* Responsible for governance and meeting administration, including preparation of Agenda, circulation of paperwork and minutes.
* Utilise CRM as a key business tool, including managing, updating, reporting and research
* Identifies and implements improvements in tasks/processes
* Open accounts / instruction opening and check conflicts
* Identify new content to be available via Templafy
* Ensure all team CVs are regularly reviewed
* Maintain and keep updated team case studies and where applicable available via Templafy
Diary management and inbox management / triage
* Provide diary and inbox management with limited interaction, using knowledge and initiative to anticipate and resolve conflicts
* Takes the lead in coordinating client meetings
* Acts as a communication arm for Principals, Directors with staff and stakeholders
* Draft replies to internal and external correspondence on behalf of Principal and Director
* Book travel, accommodation and compile detailed itineraries
* Manage travel documents, Passport/Visa applications (as applicable)
Finance
* Assists team in the preparation of quarterly management reports
* Manage and maintain basic budgets; update WIP
* Assist the team with the management of debt recovery / cash collection
* Production of invoices, covering letters and liaison with Finance department, as appropriate
HR, Training and Development
* Liaison with HR to assist maintenance of administrative and personnel databases, correspondence, including recording and maintaining leave time records
* Assist with new staff induction to the team
* Provide absence cover to team members
* Coordination of Engagedly review process on behalf of Principal/Director
General admin
* Proactively deals with enquiries on behalf of Principal/Director
* Create and manage spreadsheets, PowerPoint presentations, Word documents
* Utilise Business Services to assist with agreed tasks and activities
* Ensure cloud-based filing systems and archive records are accurate and up to date
* Proofreading documents
* Download files (. client sites, land registry)
* Other ad hoc duties as required
Qualifications
Desired skills and experience
* Establish exceptionally strong relationships with stakeholders, their clients and clients’ assistants
* Influence, negotiate and manage conflicting demands
* Build trust and strong networks internally and externally
* Recognised as an ambassador for change, play an active role in driving improvements
* Be client-focused, understand expectations and requirements of stakeholders
* Ensure needs of both internal and external clients are met
* Demonstrate flexibility and resilience
* Expert and role model behaviours
* Advanced skills in Microsoft Word, PowerPoint, Excel, Outlook, Templafy (list others)
* High level of experience with CRM
* Ability to accurately audio and copy type
* Accurate note taker
* Proactive and forward-thinking
* Assertive and confident
* Highly organised
* Maintain client service mindset
* Team player
* Critical thinker
At Avison Young, we’ve always put people at the heart of what we do. In the last few years, we’ve increased the diversity at our board, leadership and Principal levels. Avison Young stands out for our commitment to empowering women. In addition to increasing the number of women on our board and in our leadership ranks, our internal Women’s Network of more than 500 members come together for networking and learning, and advise the business on strategies for promoting access, opportunity and inclusion in our industry. Our global DEI steering committee shapes our strategy to continue to increase industry access for underrepresented groups and accelerating initiatives led by our employee resource groups, including our Women’s Network, Black Professionals and LGBTQ+ groups. In addition to leading global initiatives, the steering committee’s work examines our policies and practices, creating accountability for results and communicating progress to our executive leadership, our clients and our communities.
Our culture is underpinned by our approach to diversity, inclusion, and well-being. We are committed to building an inclusive culture that:
* empowers all our employees to thrive,
* reflects all backgrounds and talents,
* allows individuals to be successful and feel a sense of belonging,
* and fosters a workplace that is supported, inclusive and has a strong sense of community between colleagues.
Avison Young is an equal opportunity employer and is committed to treating all its employees and job applicants equitably. This includes implementing deliberate strategies that advance underrepresented communities in commercial real estate careers.
As a Disability Confident Employer, we are committed to removing any obstacles to inclusion. If you need any adjustments to support your application or any part of the recruitment process, such as information in alternative formats or special requirements to access our buildings, or you are eligible under the Disability Confident Scheme please contact us at
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