Overview
Avison Young is one of the world's fastest-growing commercial real estate firms. This growth is a testament to the commitment we have made to our clients and our employees. We are different. We have designed our organization to be highly collaborative and focused on one thing: creating the best solutions for our clients to deliver long-term success. We will continue to evolve, striving to meet the changing needs of our industry, our clients and our employees, but we will remain true to our values, culture and vision.
Why work for us?
We believe our industry is changing and we want our business to be a company of curious minds, passionate hearts and strategic intelligence. At Avison Young, we are committed to hiring people from all walks of life who have a collaborative style and innovations focus; we believe a diverse and embracing workforce makes for a stronger, more capable and competitive company. We will provide you with a place where you can step up and change the game.
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.
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.
Overall Purpose of Job
To provide administrative support to the London Planning Team with further support to the Executive Assistant, ensuring the general operation of the team is streamlined and efficient.
Responsibilities
* Diary management for the team, including arranging internal and external meetings (in-person, MS Teams and hybrid meetings).
* Using our room scheduling tool to book in-office meeting rooms and liaising with our front of house Team regarding catering requirements when required.
* Travel arrangements for the team (train tickets, car hire and hotel bookings), where necessary.
* Opening new instructions on our Client Relationship Management platform (Salesforce).
* Assist the Executive Assistant with financial admin, including drafting of invoices, BACS requests, compilation of expenses and liaison with the Finance department on various tasks.
* Supporting the Executive Assistant with arranging Team events.
* Researching and assisting with client entertainment management.
* Maintaining the Team’s holiday records, and absence returns.
* Assisting with keeping Team CVs, case studies and website content up to date.
* Social Media management.
* Providing support with bids and tenders.
* Formatting of various documents, including reports, presentations, letters, notes etc.
* Printing, binding, scanning, and photocopying.
* Downloading website documents and creating shared file links where necessary.
* Have a working knowledge of internal systems.
* Provide support and cover when Executive Assistant is on annual leave or out of the office, as and when necessary.
* Any other ad hoc duties as required.
Qualifications
* Good knowledge of Microsoft Word, Excel, PowerPoint and Outlook (desirable);
* Ability to organise and prioritise;
* Professional telephone manner and good communication skills;
* Proactive and diligent, ensuring all emails and client issues are dealt with;
* Good typing, spelling and grammar skills;
* Attention to detail and good presentation skills;
* To be able to remain calm under pressure;
* Ability to multi-task;
* Be competent at all levels;
* Mature, responsible and reliable, with a hands-on approach;
* Be observant at all times;
* Ambitious and has an interest in continuous improvement and development of new technologies;
* Actively builds and develops relationships with colleagues, clients and third-party service partners;
* Positive outlook with a willingness to develop knowledge, skills and career.
Equal Opportunities
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,
* 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 careers.uk@avisonyoung.com and we will do everything we can to help.
We are committed to inclusion in our hiring processes, and we want to give everyone a chance to show what they can bring to our organisation. If you are not sure that you have all the skills in the person specification, please still apply. We value passion and potential in our employees, so it would be great to hear from you and why you would suit this position. Some of our roles may be remote and some roles may be specific to our offices, but you will need to confirm you have the right to work in the UK.
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