Team Administrator and Coordinator

3 weeks ago

London, Greater London, United Kingdom Grosvenor Full time

We are looking for a highly skilled and experienced Team Administrator and Coordinator to join our team at Grosvenor. This is a unique opportunity to work with a dynamic and forward-thinking organization that is committed to delivering lasting commercial, social, and environmental benefit.

The successful candidate will provide PA and Administration support for the Group Director of Health and Safety, the GPUK Health, Safety and Risk Manager, and Group Communications & Corporate Affairs Director. This will involve managing day-to-day administrative activities, including function and project administration, tracking, and stakeholder management.

The role will also involve supporting the Group Communications and Corporate Affairs Function with general PA and administration, including diary management, meeting organization, finance administration, and travel arrangements.

We are looking for someone with a proven track record of Personal Assistant experience at Director level, as well as technical skills and knowledge of Microsoft Office suite and Sphera Cloud. The ideal candidate will be able to work under pressure to tight deadlines, manage multiple tasks, and prioritize effectively.

The successful candidate will be a team player with excellent communication and interpersonal skills, able to build strong relationships with colleagues and stakeholders. They will also be able to work independently, with minimal supervision, and be able to manage their time effectively.

We offer a competitive salary and benefits package, as well as opportunities for professional development and growth. If you are a motivated and organized individual with a passion for administration and customer service, we would love to hear from you.

Key Responsibilities:

  • Provide PA and Administration support for the Group Director of Health and Safety, the GPUK Health, Safety and Risk Manager, and Group Communications & Corporate Affairs Director.
  • Manage day-to-day administrative activities, including function and project administration, tracking, and stakeholder management.
  • Support the Group Communications and Corporate Affairs Function with general PA and administration, including diary management, meeting organization, finance administration, and travel arrangements.
  • Manage external appointments and administrative relationships.
  • Track and coordinate the achievement of departmental and project plans and actions.
  • Support the Directors and Manager with the preparation of documents, particularly in Word and PowerPoint.
  • General team administration.
  • Travel and subsistence administration.
  • Supplier, purchasing, and invoice management, and tracking contract renewals/approvals that support the H&S team.
  • Contribute to the drafting, quality checking, and submitting confidential and important Board papers.
  • Arrange ad-hoc events, including stakeholder meetings, working lunches, etc.
  • Handle sensitive and confidential information in a discrete and professional manner in accordance with Grosvenor's data protection requirements.
  • Support the administration of and carry out basic support tasks for Sphera Cloud, the Global H&S Risk Management System.
  • Carry out basic data collation and analysis.
  • Physical checking and prioritization of hard and soft copy mail.

Key Requirements:

  • Proven track record of Personal Assistant experience at Director level.
  • Proven track record of office management or administrative experience, supporting a team of diverse functions.
  • Proficient in Microsoft Office suite.
  • Ability to use Sphera Cloud (Grosvenor's health and safety risk management system) - training will be provided.
  • Ability to use Healix (Grosvenor's travel security risk management system) - training will be provided.
  • Ability to use Essential Skillz (Grosvenor's online training management system) - training will be provided.

Personal Attributes:

  • Customer service orientation.
  • Detail orientation.
  • Interpersonal communication.
  • Task and time management.
  • Able to work under pressure to tight deadlines.
  • Tenacious, driven, goal-oriented, able to manage without little direction/close oversight.
  • Ability to challenge ways of doing things in a constructive manner in order to help continuously improve the service of the H&S teams to the business.
  • Has a genuine interest in supporting Grosvenor's management and improvement of health and safety.

We know flexibility is important and take a hybrid approach to working.

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