Personal assistant

About The Role About this opportunity Gleeds is a world class management and construction consultancy with over 130 years` experience in the property and construction industry. We are looking for an experienced Team Secretary / Administrator to join the Gleeds Team. The main purpose of the role is to assist in all aspects of office management, secretarial duties and to support business development initiatives. In addition, there are personal assistant duties supporting the relevant Director. The successful candidate will have excellent communication and IT skills and be confident at dealing at all levels both within the business and externally. Whilst we consider this role to be full time, we are willing to be flexible on both the start/finish times and the total number of hours worked in the week. Responsibilities Candidates should have proven experience in similar secretarial/administrative roles, where you will have been responsible for supporting a team of several people. Responsibilities include but are not limited to: Diary management of UK Head of Infrastructure and support to Service Line/Sector Directors to ensure meeting arrangements in place and aligned to priorities e.g. booking meeting rooms, travel arrangements, relevant papers and documents collated, other attendees notified of actions etc. Continuously monitor email inbox of UK Head of Infrastructure and periodically Service Line/Sector Directors; delegate tasks where appropriate, action urgent requests identifying and communicating arising priorities. Electronic filing of email correspondence. Organising of team meetings – team presentation, venue, assisting People Panel representative on social arrangements, co-ordinating input from other team members. Ensuring Check ins are in place for UK Head of Infrastructure and Service Line/Sector Directors direct reports. Producing presentations for BD meetings and bid presentations Assist in the arrangements for events e.g. lunches, seminars and others. Collating, issuing and following up on invitations. Client liaison on arrangements as necessary. Book and arrange Director meetings – minute taking; issue minutes and tracking actions. Collation of expenses for UK Head of Infrastructure and Service Line/Sector Directors and processing for approval and payment Preparation of timesheets for UK Head of Infrastructure and Service Line Directors Assist in supporting/ arranging Business Development activity You should have an eye for detail, be able to manage your own time and be able to work to deadlines. We are looking for an organised, helpful team player who is proactive along with a can do attitude and able to work in a fast-paced environment. Overall, this role requires a combination of excellent secretarial ability, good verbal and written communication skills, and a professional approach to all aspects of your work. Previous experience of working within a professional service and/or the Construction Consultancy industry is preferred. You will be a team player and work as part of a team. You will have intermediate to advanced knowledge of working with Microsoft Office Suite, with exceptional Word, PowerPoint and Excel skills. Experience of working with the Adobe Design Package would be an advantage. Ideally you will have a business administration or marketing related qualification, and GCSE in English. As a Gleeds team member, you will have access to: Opportunities to develop and grow your career A contributory pension scheme Employee Assistance Programme Our global travel scholarship programme Flexible working arrangements About You Who we’re looking for; To deliver the role, the candidate will need to demonstrate that they can follow processes, work in a high-volume task orientated role and have excellent time-management skills and be able to work on multiple in-house IT systems. You will also have a good attention to detail with the ability to problem solve, work well as part of a team and be confident with good communication skills. Knowledge, Skills and Experience: Advanced MS Word, Excel, Powerpoint Proficient in all other MS Office applications e.g. Outlook, Sharepoint InDesign useful Qualified speed typist Experience of a similar role preferably in the construction and Infrastructure sector Have a network of connections with PAs in client organisations within the Infrastructure sector Excellent command of both spoken and written English (mandatory); Skilled in editing copy to correct grammar, spelling and punctuation and to ensure consistent standard and style; A team player and effective communicator able to establish and maintain harmonious and professional relationships with clients and colleagues; Work on own initiative, and to an exceedingly high quality; Able to multi-task and work to tight deadlines in high pressure situations; Possess strong organisational and project management skills; Flexible, results driven and keen to take responsibility; Manage delivery through multiple team members and internal/external stakeholders Behaviours People Focused – Motivated to create and maintain positive relationships Creative – We solve problems and introduce new ideas Performance -led – Driven to exceed client expectations Collaborative – We foster a progressive and inclusive work ethic Accountable – we act with integrity and take responsibility This role requires presence in the Manchester office a minimum of 3 days per week About Us Be part of the extraordinary Every day at Gleeds, we influence the way people around the world live, work and travel. Delivering on the world’s most iconic projects for globally renowned clients, our teams solve complex problems that shape the future of the built environment. One of the qualities we value in people, is the ability to think creatively about the solutions we offer to clients. With 71 offices spanning the Americas, Europe, MENA and Asia Pacific our ability to innovate and improve is a product of the varied backgrounds and experience of our people. We welcome new perspectives and ideas. Above all, we believe that quality relationships sit at the heart of good business. We strive to be the people that seek to understand and bring people together. Wherever we are in the world, our aspiration is to leave a positive legacy for people and local communities, whilst living and breathing our three core values: We’re committed to our clients and our people We’re creative and realistic We combine professionalism with personality. We are an equal opportunities employer and welcome applications regardless of age, disability, marital status, race, religion or belief, sexual orientation, transgender status, or gender. We recognise the importance of work/life balance and agree flexible working arrangements to suit each individual. Gleeds is a Great Place to Work certified employer.