At a Glance
- Tasks: Support senior leaders by managing schedules, coordinating meetings, and handling communications.
- Company: Join Unibail-Rodamco-Westfield, a leader in innovative real estate development.
- Benefits: Enjoy a competitive salary, pension plan, health insurance, and wellness initiatives.
- Other info: Opportunities for personal growth and a commitment to diversity and inclusion.
- Why this job: Be at the heart of operations, making a real impact in a dynamic environment.
- Qualifications: Experience as a PA or EA, with strong organisational and communication skills.
The predicted salary is between 45000 - 55000 £ per year.
A pivotal role supporting senior leadership in a fast-paced, high-performing environment. We’re looking for a highly organised and proactive Personal Assistant to provide seamless support to the Chief Operating Officer (COO), Chief Investment Officer (CIO) and senior Director(s). This is a critical role at the heart of the business, ensuring the smooth running of operations, enabling effective communication, and supporting coordination across a dynamic and fast-moving organisation.
You’ll be someone who thrives on juggling priorities, anticipates needs before they arise, and brings a high level of professionalism, discretion, and attention to detail to everything you do.
Key objectivesAs a Personal Assistant, you will deliver high-level administrative and organisational support to senior stakeholders, ensuring their time is managed effectively and business priorities are executed smoothly. You will act as a central point of coordination across teams, managing complex schedules, facilitating communication, and supporting operational excellence across the Leasing function.
What you will be doing…- Executive & Administrative Support
- 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
- Travel, Expenses & Procurement
- 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
- Office & Operational Support
- 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
- Leasing Plans & Internal Coordination
- Support the preparation and circulation of Tenant Mix and Leasing plans using Adobe Illustrator.
- Coordinate updates and ensure deadlines are met for internal reviews
- Manage the distribution of key planning documentation across locations
- HR & Systems Support
- Run reports and support follow-up actions for leadership
- Assist with onboarding new team members and integration into the business
- Team & Communication Support
- 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
- Process Improvement
- 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
- Experience in a fast-paced, international, or matrixed organisation
- Strong relationship-building skills across multiple stakeholder groups
- Confidence in managing competing priorities and deadlines
Personal Assistant to C-Suite in London employer: Unibail-Rodamco-Westfield
At Unibail-Rodamco-Westfield, we pride ourselves on being an exceptional employer that prioritises employee development and wellbeing. Our dynamic work culture fosters collaboration and innovation, providing ample opportunities for personal and professional growth while supporting a healthy work-life balance. With a strong commitment to diversity and community engagement, working with us means being part of a team that is reshaping the future of real estate and making a meaningful impact in the communities we serve.
StudySmarter Expert Advice🤫
We think this is how you could land Personal Assistant to C-Suite in London
✨Tip Number 1
Network like a pro! Reach out to connections in your industry, especially those who might know someone at URW. A friendly chat can open doors that a CV just can't.
✨Tip Number 2
Prepare for the interview by researching the company culture and values. URW is all about community and innovation, so think of examples from your past that showcase how you embody these traits.
✨Tip Number 3
Practice your communication skills! As a PA, you'll need to convey information clearly and professionally. Try mock interviews with friends or use online resources to sharpen your responses.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you're genuinely interested in being part of the URW team.
We think you need these skills to ace Personal Assistant to C-Suite in London
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Personal Assistant role. Highlight your experience in supporting senior stakeholders and managing complex schedules, as these are key aspects of the job.
Showcase Your Organisational Skills:In your application, give examples of how you've successfully juggled multiple priorities in a fast-paced environment. We want to see that you can keep everything running smoothly, just like we do at StudySmarter!
Be Professional and Discreet:Since this role involves handling sensitive information, emphasise your professionalism and discretion in your written application. Share instances where you've maintained confidentiality and built trust with senior leaders.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way to ensure your application gets the attention it deserves. Plus, it shows us you're keen on joining our team!
How to prepare for a job interview at Unibail-Rodamco-Westfield
✨Know Your Stakeholders
Before the interview, research the C-suite executives you'll be supporting. Understand their roles, priorities, and any recent news about them or the company. This will help you tailor your responses and show that you're proactive and genuinely interested in the position.
✨Demonstrate Organisational Skills
Be prepared to discuss specific examples of how you've managed complex schedules or coordinated large meetings in the past. Use the STAR method (Situation, Task, Action, Result) to structure your answers, showcasing your ability to juggle multiple priorities effectively.
✨Showcase Your Tech Savvy
Familiarise yourself with the tools mentioned in the job description, like Concur and SAP. If you have experience with similar platforms, be ready to discuss how you've used them to streamline processes or improve efficiency in previous roles.
✨Exude Professionalism and Discretion
As a PA to senior leaders, discretion is key. Prepare to answer questions about how you've handled sensitive information in the past. Highlight your understanding of confidentiality and professionalism, as these traits are crucial for the role.
