This vacancy is now closed

Business Unit
Project Management
London - Gresham Street
Closing date
Contract type
Full time
Employment type

Job Description

Job Title

Executive Assistant

Business Unit

Project Management



Reports To




Overall Purpose of Job

Avison Young is one of the world’s fastest growing commercial real estate services firms. Headquartered in Toronto, Canada, Avison Young is a collaborative global firm, owned and operated by its Principals. Founded in 1978, with legacies dating back more than 200 years, the company comprises approximately 5,000 real estate professionals in 120 offices in 20 countries. The firm’s experts provide value-added, client-centric investment sales, leasing, advisory, management and financial services to clients across office, retail, industrial, multi-family and hospitality sectors.

The successful candidate will work in the Project Management team as Senior Secretary. He/she will be an experienced, willing and confident professional, with a mature, responsible and helpful attitude.


Main Duties, Responsibilities & Accountabilities

The successful candidate will be able to work unsupervised and use their own initiative whilst being able to prioritise workload and work under pressure


·        Providing confidential secretarial support;

·        Diary management, including meeting arrangements and Teams/conference calls;

·        Anticipate and provide necessary paperwork for meetings including compiling; documents and     presentations;

·        Maintain online filing system;

·        Audio and copy typing of correspondence, reports and emails;

·        Dealing with client telephone queries;

·        Travel arrangements for team members;

·        Formatting and binding of documents;

·        Compressing photos and preparing photo schedules;

·        Initial draft of building report templates;

·        Filing of all hard copy correspondence and documentation;

·        Manage incoming correspondence via, email, post, and photocopying;

·        Processing outgoing post;

·        Opening new jobs using CRM software;

·        Creating job folders & conflict check;

·        Maintaining fee schedules;

·        Attendance at monthly team meetings;

·        Production of invoices, covering letters and liaison with Finance department  as appropriate;

·        Provide an important point of contact and build good relationships at all levels;

·        Manage and maintain basic budgets; update WIP and recharge ledgers;

·        Assist the team with the management of debt recovery / cash collection;

·        Maintain fee schedules;

·        Arranging cherry picker hire;

·        Arranging training;

·        Co-ordinating team annual leave;

·        Recording minutes of meetings;

·        Formatting of reports etc;

·        Production of Case studies ;

·        Download and save relevant contract certificates in job folder inclusive of Employer/Contract details/dates etc.

·        Managing client tender portals and uploading tender submissions



Desired Knowledge, Skills and Experience

·        Microsoft Word and Outlook (essential)

·        Excel, PowerPoint and Templafy (desirable/essential)

·        Excellent organisational skills

·        Exceptional communication skills, both written and verbal

·        Accurate audio and copy typing

·        Outstanding attention to detail

·        Ability to use initiative

·        Adaptability and flexibility

·        Diplomacy

·        Ability to maintain confidentiality and deal with sensitive information

·        Team player

·        Work under pressure

·        Maintain client service mindset