Group Administrator at CBRE Excellerate

About the role

• The Group Administrator plays a key role in providing comprehensive administrative and logistical support to multiple principals, including those in leadership positions, as aligned with the organization’s evolving staffing model.
• The Assistant is responsible for managing complex calendars, scheduling a high volume of meetings across multiple time zones, and helping principals stay aligned with their most important priorities.
• The Assistant also manages high-volume email tracking, processes expenses and reimbursements, and may coordinate domestic and international travel, including logistics for flights, accommodations, ground transportation, and visa and passport support.
• In addition to supporting individuals, the Assistant may contribute to team operations by coordinating onboarding meetings for new hires, assisting with planning and logistics for team events and meetings, and helping to cultivate a positive and well-connected team culture.

Core Administrative Support

• Provide comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed
• Leverage technology, Artificial Intelligence (AI), automation and digital tools to streamline support, ensuring efficiency and accuracy
• Approved but Not Universal
• Support knowledge management as needed
• Assist with maintaining the team SharePoint site and/or org charts

Calendar Management

• Provide high-level scheduling and calendar support for multiple principals —including those in leadership — by coordinating complex, high-volume meetings across time zones, managing calendars, prioritizing tasks, and ensuring effective communication and conflict resolution
• Continuous calendar(s) conflict management and meeting prioritization

Division/Team Support and Coordination

• Support team effectiveness and culture by serving as a resource on business operations, participating in assistant meetings, and collaborating with leadership on team culture initiatives
• Support new team members with onboarding meeting coordination

Division/Team Events and Logistics Management

• Assist in planning and logistics for events and convenings, including internal/external meetings, retreats, team building events, field visits, presentations, domestic or international conferences, which may include coordinating arrangements and reimbursements for participants, handling venue and travel logistics, room set-up, and preparing and disseminating materials.
• Support and coordinate for division/team in-country visits and associated onsite meetings
• Support or provide project management, planning, coordination, and preparation for deliverables and workstreams
• Support execution of large convenings (i.e., domestic or international partner/grantee meetings hosted by the foundation)

Travel, Visa and Passport Support

• Provide travel and visa support to principals, which may include coordinating flights, lodging, ground transportation, and security, confirming meetings and venues, preparing travel materials, and managing visa/passport processes

Communication

• Communicate effectively with principals to ensure clarity on questions, conflicts, and trade-offs related to calendar management, facilitating informed decision-making
• Provide clear, timely, and audience-appropriate communications for all inquiries and requests, while maintaining consistent communication with internal and external partners
• Demonstrate professionalism and use discretion with sensitive information
• Ensure clear communication with principals to support informed calendar decisions and manage conflicts
• Demonstrate professionalism and use discretion with sensitive information
• Respond to inquiries with timely, appropriate communication, maintain coordination with internal and external partners

Leadership and PST RCO Visits:

• Support the coordination of logistics for high-level delegations and field visits, such as booking meeting space, arranging transportation, and organizing food/beverages to ensure seamless execution to collaboration with internal and external partners, without support from internal services such as catering and event planning
• Support the coordination of internal division/team/PST visits to regional offices, including meeting space, catering, transportation, security and field visit coordination.
• Manage travel arrangements and support processing expense reports and reimbursements.
• Collaborate with ministry and partner organizations to facilitate external engagements
• Liaise with a broad range of internal stakeholders, support Program Strategy Teams during in-country engagements, and adapt quickly to changing schedules

What you will bring

• A Bachelor’s degree or equivalent demonstrated experience
• 3-5 year experience in a senior administrative role, within a complex and fast-paced organization
• Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred
• Experience setting priorities and meeting deadlines while balancing multiple competing priorities