Executive Assistant (to the CEO)

The purpose of this role is to provide full and confidential Executive Assistant (EA) support to the Grosvenor Property UK CEO. This will include communicating internally and externally at all levels, including with high profile and sensitive stakeholders, maintaining harmonious relationships, and sharing information within the appropriate teams, whilst preserving confidentiality. The EA will also attend the weekly CEO meeting, ensure that actions are recorded and completed and arrange Executive and other offsites as required throughout the year.

To support the CEO with the planning and organisation of their diary and daily routines and assistance with the preparation and management of reports, committee papers, and communications. This will also involve understanding and anticipating requirements to help ease pressure where possible.

Key Responsibilities

To gain full understanding of the CEO priorities, the key issues facing the teams and to manage their diary and flow of business accordingly.

To plan the most effective use of the CEO’s time by effective forward-looking diary management and exercising judgment on meetings they need to attend.

To ensure the CEO is prepared for all meetings bringing forward papers as required.

For all meetings, conferences, and seminars, initiated or attended by the CEO, to make all arrangements including hospitality, accommodation preparation of papers and travelling. If presenting, ensuring papers are prepared ahead of time.

To act as the primary point of contact between the CEO and the Board of Directors, senior leadership and external stakeholders.

To be a strong advocate of programmes and initiatives being led by the CEO and act as a bridge between teams to drive execution.

To ensure all deadlines are met for the CEO, particularly those which involve liaison with the Board, external organisations and stakeholders.

Ensure the CEO is kept aware and alerted, as appropriate, of the business flowing through the office and are alerted to critical issues in a timely manner.

To screen all mail including e-mail and direct to appropriate persons, ensuring a timely response and dealing with items personally when necessary.

Partner with the Company Secretarial Team to manage reporting cycles. Support with the preparation of Board and Audit Committee Papers drawing on information prepared by others and ensuring accuracy in all submissions.

To proof read and amend reports to ensure a high overall quality, with excellent presentation.

To maintain and control the filing system including confidential records.

To screen telephone calls dealing personally with enquiries when possible.

Coordinating contributions to briefings when necessary, preparing a first draft as required. The post-holder will be required to source information as needed or anticipated including effective use of internal systems and sources and the internet.

Assistance with Purchase Orders, invoices and expenses.

To assist in the management of any other requirements, including personal appointments, to support the CEO in his execution of his role.

Key Requirements

Previous experience working as an Executive Assistant to the CEO or an equivalent level role.

An interest in property and passion for working in a high performing team with strong values.

Self-motivated and proactive with excellent organisational skills, good judgment, and an ability to effectively manage a number of priorities at any one time.

Sensitive to the requirements of working for senior staff including the ability to exercise discretion, maintain the highest levels of confidentiality and deal with enquiries in a tactful and diplomatic way whilst working in an environment of collaboration.

Intellectual curiosity to understand the business and the team projects in order to help add value and understand priorities/manage flow of documents.

Strong communication skills - excellent use of English and good numeracy – ability to draft communications and to correct and improve documents from people at all levels with strong attention to detail, particularly in the preparation of Board papers.

Ability to produce accurate work to a high standard, and to guide others in relevant administrative matters.

Calm, considered and professional. Able to demonstrate excellent service when dealing with internal and external customers both on the phone and in person.

Enthusiastic with a positive attitude and desire to learn and develop in order to bring creativity and innovation to the role.

Excellent computer skills with advanced knowledge of Word, Excel and PowerPoint with the ability to prepare PowerPoint and other presentations for the CEO. Good knowledge of Outlook is also required.

Proficient user of the internet to find information and conduct research as required.

We know flexibility is important and take a hybrid approach to working, with employees expected to work the majority of the working week in the office.

Grosvenor is proud to be a Disability Confident Committed employer. If you would like to speak with us for more detail, please contact

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