Personal Assistant (PA) to C-Suite
Posted 2 hours 30 minutes ago by Unibail-Rodamco Germany GmbH
A pivotal role supporting senior leadership in a fast paced, high performing environment. The PA will provide seamless support to the Chief Operating Officer (COO), Chief Investment Officer (CIO) and senior Directors, ensuring smooth operational coordination and effective communication.
Key Responsibilities- Deliver high level administrative and organisational support to senior stakeholders, ensuring their time is managed effectively and business priorities are executed smoothly.
- Act as a central point of coordination across teams, managing complex schedules, facilitating communication and supporting operational excellence across the Leasing function.
- Proactively manage complex diaries, meetings, and scheduling across multiple stakeholders.
- Coordinate large internal and external meetings, including annual agent and JV partner engagements.
- Prepare agendas, briefing materials, and follow up actions.
- Manage inbox queries and respond on behalf of senior leaders where appropriate.
- Provide general administrative support, including document preparation and handling.
- Arrange travel and accommodation, ensuring cost effective and efficient planning.
- Manage travel requirements for the Leasing team and wider business where needed.
- Process expenses using Concur and manage purchase orders via SAP 4 Hana.
- Act as Procurement Coordinator for Northern Europe, managing trackers and supplier queries.
- Act as a key point of contact for visitors and internal stakeholders.
- Maintain office supplies and coordinate with external vendors.
- Organise and manage filing systems (digital and physical).
- Handle sensitive and confidential information with discretion.
- Manage concession documentation and maintain tracking processes.
- Support the preparation and circulation of Tenant Mix and Leasing plans.
- Coordinate updates and ensure deadlines are met for internal reviews.
- Manage the distribution of key planning documentation across locations.
- Run reports and support follow up actions for leadership.
- Assist with onboarding new team members and integration into the business.
- Coordinate internal communications, updates, and announcements.
- Support the organisation of events, town halls, and leadership meetings.
- Assist with cross functional projects, tracking actions and deadlines.
- Identify opportunities to improve administrative processes and efficiency.
- Support the development of best practices across the COO's organisation.
- Proven experience in a PA or EA role supporting senior stakeholders.
- Exceptional organisational and time management skills.
- Strong written and verbal communication abilities.
- High level of professionalism, discretion, and reliability.
- Advanced proficiency in Microsoft Office (Outlook, Teams, PowerPoint, Excel).
- Experience with systems such as Concur, SAP, SAP4Hana or similar platforms.
- Desirable: Experience in a fast paced, international, or matrixed organisation.
- Strong relationship building skills across multiple stakeholder groups.
- Confidence in managing competing priorities and deadlines.
We are proud to promote equal opportunities and embrace diversity in profiles, experiences, and skills. We evaluate each application with fairness and without discrimination based on disability, age, gender, origin, religion, sexual orientation, or any other legally protected characteristics. Our commitment is to provide equal access to our services for everyone. If you require any adjustments for your interview, please let us know in advance, so we can support you accordingly.