ABOUT SAVILLS

Savills is an organization full of extraordinary individuals. Brilliant people who are driven to succeed, hungry to remain at the forefront of their specialties, and eager to propel themselves, our clients, and our business forward. We are one of the preeminent commercial real estate firms with services ranging from tenant representation and project management to workplace strategy and occupant experience - showcasing the breadth and depth of our expertise.

Find your place to thrive.

No matter the role you’re in, we all share one purpose: to help people thrive through places and spaces. The DNA ingrained in our business guides us on this mission, shaping the way we behave to deliver the best results. When you join Savills, our ask for you is simple:

Be extraordinary, together.

ABOUT THE ROLE

Utilize administrative skills to support daily office operations. Handle all responsibilities related to facilities and general office services. Help keep the team operating smoothly and efficiently. Provide administrative and accounting support to the Director of Operations & the head of workplace

KEY DUTIES AND RESPONSIBILTIES

• In the primary role, the Executive Assistant would be required to provide full administrative support to the Head of the Workplace Studio, and as required, provide support to the workplace leadership team.
• Manage the diary and schedule all meetings, along with timely monitoring of the email inbox of the Head of the Workplace Studio and take action accordingly.
• Draft confidential correspondence, update contacts and CRM database, and prepare documentation for meetings, ensuring all material is available in advance, including research on the company and individuals of attendees.
• Create/edit PowerPoint and InDesign presentations for meetings, offer creative marketing solutions for new business opportunities and generally be engaged in the pursuit of new clients, thought leadership collateral, research, and creating a cohesive Workplace Studio.
• Act as a liaison between all members of the North America Workplace Studio and other Savills colleagues, both within the USA, Canada and on a global basis where required.
• Plans, coordinates, and supports events, speaking engagements, and conferences.
• Arrange domestic and international travel.
• Copy, print and bind presentation materials.
• Conduct online research.
• Perform accounting functions which may include preparation of expense reports, invoices and billings.
• Submit all expense claims and input/submit weekly timesheets into the new timekeeping platform.
• Maintain electronic filing systems, ensuring all documents are saved in correct project folders, inclusive of all new startup forms, legal agreements, WIP schedules and fee tracking information (in conjunction with the Director of Operations).
• Update and maintain various information databases.
• Generate standard and ad hoc reports as required.
• Complete additional duties and responsibilities as assigned by Office Administrator or Branch Manager.

Competencies (attributes i.e. flexibility, collaboration skills)

• Demonstrate leadership skills to Project Coordinators including training.
• Advanced software skills.
• Produces high quantity/quality work.
• Independent judgement and strong time management skills.
• Consistently demonstrate a high level of performance and professionalism.
• Ability to multi-task and meet deadlines in a high-pressure environment.
• Maintain discretion and exhibit sound decision making skills.
• Ability to multi-task and meet deadlines in a high-pressure environment.
• Ability to interact well and communicate effectively with peers.
• Exhibit a high level of attention to detail.
• Demonstrates accountability is all work responsibilities.
• Problem solving - Has the initiative/drive to find a solution.

QUALIFICATIONS

• Effectively communicates and collaborates with all team members and clients
• Consistently demonstrates a high level of performance and professionalism
• Ability to multi-task and meet deadlines in a high-pressure environment
• Excellent verbal and written communication skills
• Exhibit a high level of attention to detail, especially when planning trips, travel and itineraries across the globe
• Strong work ethic and positive attitude
• Advanced knowledge of Microsoft Office Suite (i.e. word, excel and power point)
• Working knowledge of Adobe InDesign/Illustrator or graphics knowledge a plus
• Ability to adapt to company specific software
• Self-starter who works independently and thinks proactively, and understands the confidential nature of the executive support role

Savills values a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, veteran status, or any other protected characteristic.

Savills participates in the E-Verify program.