Admin Job At CBRE Excellerate

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About the Role

The Group Administrator provides high-level administrative and logistical assistance to several principals, including senior leaders, in line with the organization’s changing staffing structure. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The position involves handling complex calendars, arranging numerous meetings across different time zones, and helping principals remain focused on their key priorities. The Administrator will also oversee email follow-ups, expenses and reimbursements, and may coordinate domestic and international travel, including flights, accommodation, ground transport, and visa and passport requirements.

Beyond individual support, the role contributes to effective team operations by coordinating onboarding sessions for new employees, supporting team meetings and events, and contributing to a positive and connected workplace culture.

Core Administrative Support

• Provide comprehensive administrative assistance, including monitoring high volumes of email, following up on priorities, processing expenses and reimbursements, and supporting special projects when required.

• Use technology, Artificial Intelligence (AI), automation, and digital tools to improve efficiency, accuracy, and the overall delivery of administrative support.

• Provide knowledge management assistance where required.

• Help maintain the team’s SharePoint site and/or organizational charts.

Calendar Management

• Manage complex and high-volume calendars for multiple principals, including leadership, while coordinating meetings across different time zones.

• Prioritize appointments and competing requests while ensuring calendars remain accurate and well organized.

• Identify and resolve scheduling conflicts on an ongoing basis and support effective meeting prioritization.

• Communicate scheduling issues, conflicts, and trade-offs clearly to principals to support informed decisions.

Division/Team Support and Coordination

• Contribute to team effectiveness and workplace culture by serving as a resource on business operations.

• Participate in assistant meetings and work with leadership on initiatives that support team culture and collaboration.

• Coordinate onboarding meetings and schedules for new team members.

Division/Team Events and Logistics

• Assist with planning and coordinating internal and external meetings, retreats, team-building activities, field visits, presentations, and domestic or international conferences.

• Coordinate event arrangements, participant logistics, reimbursements, venues, travel, room setup, and preparation and distribution of relevant materials.

• Provide logistical support for division and team visits within the country, including associated onsite meetings.

• Assist with project management, planning, coordination, preparation, and delivery of assigned workstreams and deliverables.

• Support the successful execution of major convenings, including domestic or international meetings involving foundation partners or grantees.

Travel, Visa and Passport Support

• Coordinate travel arrangements for principals, including flights, accommodation, ground transportation, and security requirements.

• Confirm meetings, venues, and other travel-related arrangements.

• Prepare travel documents and supporting materials as required.

• Assist with visa and passport applications and related processes.

• Support the preparation and processing of travel expenses and reimbursements.

Communication

• Maintain clear and effective communication with principals regarding scheduling questions, conflicts, and competing priorities.

• Provide timely and appropriate responses to inquiries and requests from internal and external stakeholders.

• Communicate in a professional manner while exercising discretion when handling confidential or sensitive information.

• Keep principals informed so they can make effective decisions regarding their calendars and commitments.

• Maintain consistent coordination and communication with internal and external partners.

Leadership and PST RCO Visits

• Coordinate logistical arrangements for senior-level delegations and field visits, including meeting venues, transportation, and food and beverage arrangements, while working with internal and external partners to ensure smooth execution.

• Assist with coordinating internal division, team, and PST visits to regional offices, including meeting spaces, catering, transportation, security, and field visit requirements.

• Manage travel arrangements and assist with expense reports and reimbursement processes.

• Work with ministries and partner organizations to facilitate external engagements.

• Coordinate with a wide range of internal stakeholders and provide support to Program Strategy Teams during in-country engagements.

• Adapt quickly to changes in schedules, priorities, and logistical requirements.

What You Will Bring

• Bachelor’s degree or equivalent demonstrated experience.

• 3–5 years of experience in a senior administrative position within a complex and fast-paced organization.

• Strong experience using the Microsoft Office suite, particularly Outlook.

• Familiarity with Copilot, ChatGPT, and other AI-powered tools is strongly preferred.

• Ability to organize competing priorities, establish appropriate deadlines, and consistently deliver tasks on time.

Application

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