Personal Assistant (PA) to C-Suite

Description du poste:

Personal Assistant (PA) to C-Suite & Board
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 objectives

As 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
* 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 

What skills, experience, and knowledge will you need to be successful?

* 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

Desirable
* Experience in a fast-paced, international, or matrixed organisation
* Strong relationship-building skills across multiple stakeholder groups
* Confidence in managing competing priorities and deadlines

Who are we?

At Unibail-Rodamco-Westfield (URW), we develop and operate a portfolio of sustainable, premium, mixed-use real estate assets across Europe and the United States. Driven by our purpose to Reinvent Being Together, we are committed to accelerating urban regeneration and rethinking how we live together in cities. Today, 2,000 dedicated individuals are working together to reshape the future of real estate and shopping centers by creating innovative, engaging spaces that truly redefine community connections.

Our flagship destinations are more than just places; they're the heartbeat of the community. We empower our employees to make a real impact through volunteering, DE&I programs, and leading ESG efforts. URW is at the forefront of experiential entertainment, constantly pushing boundaries to craft unforgettable in-person and digital experiences. By surprising and delighting our customers, we create magical moments and reinvent togetherness in every interaction.

Within our Northern Europe Region - spanning the Netherlands, Denmark, Sweden, and the UK - we own and manage eight exceptional assets. These include Westfield London, Westfield Stratford City, Westfield Mall of the Netherlands and Stadshart Amstelveen.

Why work for us:

We put people development and learning at the heart of what we do. We'll help you master your role, build your technical skills, and take advantage of top-notch management and leadership programs. From face-to-face workshops to our global online learning resources, we encourage you to make learning a part of your daily routine.

We offer a fantastic pension plan, bonus scheme, and plenty of other incentives. We also prioritise your health and wellbeing, training employees as mental health ambassadors to support and educate our team. Plus, you can sign up for medical and dental insurance, gym discounts, health check-ups, and more.

Want to know more about what it's like working at URW? Visit our site: https://www.urw.com/join-us/life-at-urw.

What Matters to Us:

At URW, our purpose is to Reinvent Being Together, reimagining how people and communities connect, socialise, and experience dynamic moments in unique and meaningful ways.

We are proud to promote equal opportunities and embrace diversity in profiles, experiences, and skills. At URW, we believe that diversity is the cornerstone of our success, and we are dedicated to fostering an environment that respects, values, celebrates, and leverages individual differences to their fullest potential.

We evaluate each application with fairness and without discrimination based on disability, age, gender, origin, religion, sexual orientation, or any other legally protected characteristics. Our commitment is to provide equal access to our services for everyone. If you require any adjustments for your interview, please let us know in advance, so we can support you accordingly.

As part of our commitment to maintaining a safe and trustworthy working environment, we conduct comprehensive security checks on all employees prior to their start date. These checks may include identity verification, employment history, and criminal record screening, in accordance with applicable laws and regulations.

Join us and be part of a team that's making a real difference in your local communities