Team PA and Administrator

3 weeks ago

London, United Kingdom Grosvenor Full time

We think this is a special place to work. So, before we get into the detail of this job opportunity, here’s a few words about who we are.

is an international organisation whose activities span urban property, food & agtech, rural estate management and support for philanthropic initiatives. We’re united by a common goal to deliver lasting commercial, social and environmental benefit.

We may have 340 years of history, but we are firmly focused on the future. From progressive environmental action to being at the forefront of community engagement, we work with purpose and embrace change. So diversity of thought and fresh perspectives really matter to us. We want our people to bring everything they are to work. Their life experiences, their knowledge, their unique take on challenges and solutions.

Well, there is plenty to talk about. It’s purposeful, whether that’s innovative ways to tackle the climate crisis or engaging meaningfully with local communities. It’s commercial and ambitious, which you’ll see in our transformational development projects and diverse investment pipeline. It’s sociable, in our buzzing café and at our many events. It’s challenging, varied and supportive: contributing to inclusion and innovation is part of everyone’s personal goals here. We also enjoy a flexible work environment and, because it’s a family business, we like to think we are a little less corporate too.

Interested? Then take a look at the job details below. We’re looking for someone who wants to build a brilliant career at Grosvenor and we look forward to receiving your application.

Purpose of Role

The role is responsible for providing 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.

From a Health and Safety Team perspective you will manage the day-to-day administrative activities including; function and project administration and tracking, in person meet and greeting visitors, post box, mailbox management, on site meeting secretariat – in London and occasionally on site out of London e.g. Liverpool/Chester, hard copy meeting packs preparation, stakeholder management, board and other report drafting, and quality checking and basic administrative duties for Grosvenor’s global risk management system Sphera Cloud.

From a Group Communications and Corporate Affairs Function perspective the role will support the Functional Director and Team with general PA and administration including: diary management meeting organisation; finance administration (e.g., supplier set up, processing invoices, recurring credit card expenses, etc.); travel arrangement; team event organisation.

Please note that this is a 12 month fixed term contract to cover a period of maternity leave within the team.

Key Responsibilities

In person representation of the H&S team, in particular in the absence of the Director and Manager, when on leave/during business travel PA and calendar management Management of 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, 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 Arranging Ad hoc events including stakeholder meetings, working lunches etc Handling sensitive and confidential information in a discrete and professional manner in accordance with Grosvenor’s data protection requirements Supporting the administration of and carrying out basic support tasks for Sphera Cloud the Global H&S Risk Management System. Carrying out basic data collation and analysis Physical checking and prioritisation of hard and soft copy mail

Key Requirements

Track record

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

Technical skills/knowledge

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. Uses empathy with customers to understand and deliver their needs. Detail orientation. Handles details precisely with the big picture in mind. Interpersonal communication. Communicates well with people and establishes credibility and trust. Task and time management. Manages the prioritisation of tasks, volume and variety of activity and produce accurate and timely outputs, including tactical and strategic trackers. Able to work under pressure to tight deadlines when required to do so 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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