PA to Exec (Data & Tech) - 12 months FTC

We are Landsec, we build and invest in buildings, spaces and partnerships to create sustainable places, connect communities and realise potential.

We are one of the largest real estate companies in Europe, with a portfolio of retail, leisure, workspace and residential hubs. Landsec is shaping a better future by leading our industry on environmental and social sustainability while delivering value for our shareholders, great experiences for our guests and positive change for our communities.

Location:

This role is based in London, Victoria, and offers hybrid working, with majority of the working week in the office. We recommend discussing arrangements with the hiring manager to find the best fit for both you and the role.

The Role:

• Accountable for diary management including prioritisation, categorisation, screening diary requests and forward planning. Keep Exec’s team abreast of their availability, upcoming deadlines to help prioritise everyone’s workload.  Ensuring adequate preparation time is allowed at key times of the year.
• Managing internal and external visitors including managing expectations on Exec availability.
• Complex management of Exec’s email account to include filing, clearing daily email influx, categorising and maintaining the flag (to-do-list) system.
• Responsible for office administration such as filing, opening post and distributing/action where possible. Draft written responses to emails and correspondence where appropriate and acting as a focal point for all external visitors.
• Salary: Competitive

The Team:

You will be part of the Data and Technology team, providing key support to the Chief Data and Technology Officer. This role involves helping with projects and ensuring smooth day-to-day operations.

What you will be responsible for:

• Managing complex travel itineraries both internationally and domestically.  This includes planning of time zones and visa requirements. 
• Prioritise the Exec’s workload by managing the electronic task system. Follow up reminders on outstanding deadlines, such as Exec’s actions on meeting minutes etc.
• Prepare daily Bring Forward papers ensuring papers are read in a timely manner.
• Timely and complete preparation of expense reports.  To include background information on receipts and label accordingly. 
• Coordinate information for the monthly Exec report, putting appropriate reminders in place to ensure D&T papers are submitted on time for Executive Leadership Team (ELT) meetings.
• Manage D&T Leadership Team (LT) paper process. Managing timelines and deadlines for monthly LT meetings, this includes timely reminders of when papers are due in. Taking minutes / actions as appropriate for the LT meetings.
• Assisting with key conferences, meetings and training events and coordinate all meetings, room bookings, catering etc. Coordinate presentations and corresponding scripts.
• Managing all aspects of the Purchase to Pay process for the Senior Executive cost centre which may include new supplier onboarding and Purchase Order processing.
• Screen telephone calls and delegate where appropriate and organise and coordinating international conference calls/video conferences.
• Team administration including maintenance of holiday and absence/sickness records for Director and the direct reports

Your skills, experience and qualifications:

Essential criteria

• Significant secretarial/PA experience at Senior Leader/Director level
• Highly IT literate with advanced IT skills (especially in Outlook, Word and PowerPoint)
• Experience of audio and copy typing
• Good attention to detail
• Proactive and able to work on own initiative 

This is a 12 months Fixed Term contract.

At Landsec, we value diversity & inclusion. We work to better reflect the diversity of the communities we work within and empower everyone who works at Landsec to realise their potential.

We strive to ensure all our information, and services are accessible to and usable by everyone. If you would like to receive any information in a different way or would like us to do anything differently to help you apply for our roles, please get in touch with our recruitment partners by emailing [email protected]

To find out more about our approach, visit our Diversity and Inclusion page.