Executive Assistant

Overview Our StoryOur small Canadian-born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries.
Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real estate organization.
We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people's lives.
In short, we are a global commercial real estate advisory firm with a simple aim: for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long-lasting social value and economic impact.
Why Work for Us:We believe that our industry is changing, and we want our business to be a melting pot of curious minds, passionate hearts and strategic intelligence.
Your gender, religion and race are all highly respected, but are less important to us than your ability to step up and change the game.
We provide you with a place where you can do just that, with like-minded people.
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.
Our distinctive Principal-led, privately-owned model puts us in the enviable position of being able to offer every employee the opportunity to own a share of our business and inspires and allows anyone to become a Principal.
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 from the industry.
Responsibilities Midlands officeSupporting the Regional MD with the tasks described below providing a highly effective EA resource across client relationship management, PR and events, and organising key internal meeting infrastructure within the Midlands officeOwnership of Birmingham office communications/newsletterLiaison with front of house and office manager as required to ensure the office is a good place to work and effective in accommodations client and colleague needsFielding general enquiries for the Birmingham office liaising with the Birmingham EA cohort to provide constant cover.
Business and client developmentRegular engagement with stakeholders to discuss actions, priorities, expectations and future planningTakes the lead with the Sales Enablement Process, work with stakeholders to ensure that this is effectively managed.
Leverage AY brand assets including the preparation of written and electronic documentation against strict qualification criteria and timescales.Work alongside the Design TeamWork with Principal and Director's direct reports to ensure project deadlines are metHelp to maintain brand assets and liaise with other departments regarding template updates and formattingTakes the lead in coordinating events, conferences and meetingsHost and entertain key client EAs to form sound business relationships to leverage business opportunitiesResponsible for governance and meeting administration, including preparation of Agenda, circulation of paperwork and minutes.Utilise CRM as a key business tool, including managing, updating, reporting and researchIdentifies and implements improvements in tasks/processesOpen accounts / instruction opening and check conflictsIdentify new content to be available via TemplafyEnsure all team CVs are regularly reviewedMaintain and keep updated team case studies and where applicable available via TemplafyDiary management and inbox management / triageProvide diary and inbox management with limited interaction, using knowledge and initiative to anticipate and resolve conflictsTakes the lead in coordinating client meetingsActs as a communication arm for Principals, Directors with staff and stakeholdersDraft replies to internal and external correspondence on behalf of Principal and DirectorBook travel, accommodation and compile detailed itinerariesManage travel documents .
Passport/Visa applications (as applicable)FinanceAssists team in the preparation of quarterly management reportsManage and maintain basic budgets; update WIPAssist the team with the management of debt recovery / cash collectionMaintain fee schedulesProduction of invoices, covering letters and liaison with Finance department, as appropriateHR, Training and DevelopmentMentors/coaches more junior colleaguesLiaison with HR to assist maintenance of administrative and personnel databases, correspondence, including recording and maintaining leave time recordsAssist with new staff induction to the teamProvide absence cover to team membersCoordination of Engagedly review process on behalf of Principal/DirectorGeneral adminProactively deals with enquiries on behalf of Principal/DirectorCreate and manage spreadsheets, PowerPoint presentations, Word documentsUtilise Business Services to assist with agreed tasks and activitiesEnsure cloudbased filing systems and archive records are accurate and up to dateProof reading documentsDownload files (.
client sites, land registry)Other ad hoc duties as required Qualifications Desired skills and experienceEstablish exceptionally strong relationships with stakeholders, their clients and clients' assistantsInfluence, negotiate and manage conflicting demandsBuild trust and strong networks internally and externallyRecognised as an ambassador for change, play an active role in driving improvementsBe client focused, understand expectations and requirements of stakeholdersEnsure needs of both internal and external clients are metDemonstrate flexibility and resilienceExpert and role model behavioursAdvanced skills in Microsoft Word, PowerPoint, Excel, Outlook, Templafy (list others)High level of experience with CRMAbility to accurately audio and copy typeAccurate note takerProactive and forward thinkingAssertive and confidentHighly organisedEffective communication skillsMaintain client service mindsetTeam playerCritical thinker 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,and foster 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