Personal Assistant - Legal

Posted 02-Mar-2023 Service line GWS Segment Role type Full-time Areas of Interest Administrative Location(s) London - England - United Kingdom of Great Britain and Northern Ireland CBRE is the global leader in real estate services and leverages the industry's most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. Globally we employ over 105,000 employees and operate in over 100 countries.
Personal Assistant - Legal CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. The main purpose of the role is to equally support both Heads of Legal for GWS (Head of Legal for Data Centres Solutions (DCS) Global & Local EMEA and Head of Legal for Enterprise Accounts EMEA) based in our London office. The role requires attending the London office a minimum of 3 days a week in person (as agreed with each Head of Legal) with the remaining time spent supporting remotely. The purpose of this role is to assist both the Heads of Legal with administrative tasks as described below.
Responsibilities

• Creates agendas, takes and transcribes minutes of meetings, files emails/documents etc. and performs all other related administrative and secretarial duties.
• Reviews incoming correspondence and meeting requests, takes initiative to determine appropriate action required. Leads and monitors issues for appropriate follow up.
• Proactive diary management of each of the Heads of Legal.
• Processing and preparing expenses for the Heads of Legal. Coordinating approval for direct reports expenses.
• Plans, coordinates and supports events, meetings and conferences for the Heads of Legal and team. Arranges domestic and international travel.
• Support the development of slide decks, presentations, and communications (including maintaining comms distribution lists).
• Ensures that department files are maintained in accordance with company policies and procedures.
• Monitoring, distributing and responding, where appropriate, to incoming post.
• Assists with the onboarding of new joiners (including requesting tech and IT access).
• Arranges and maintains Legal team’s licenses (Adobe, Power Bi, PLC, etc.).
• Helping team sort out IT and other administrative queries.
• On-boards suppliers and arranges for supplier invoices to be paid in a timely manner.
• Creates and maintains Legal team website and Teams site.
• Preparing and issuing predefined reports and presentations,
• Helping to make the team a fun place to work for, organising charity events, sweep stakes etc.

Person Specification

• Previous experience as a personal/team assistant
• Proficient in the use of Microsoft Word, Excel, Visio, Outlook and PowerPoint.
• Excellent written and verbal communication skills.
• Experience of a similar role in a fast-paced, large corporate environment
• Excellent relationship building skills with the ability to work under pressure and to deadlines.
• Able to work as part of a multi-disciplinary team, providing support to other areas of the business on occasions, as required.

Equal Opportunities We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.