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Executive Coordinator

Unibail-Rodamco-Westfield is the premier global developer and operator of flagship shopping destinations. With a portfolio valued at ???62 Bn as at 31 December 2017, of which 88% in retail, 7% in offices and 6% in convention & exhibition venues, the Group owns and operates 102 shopping centres, of which 56 are flagships in the most dynamic cities in Europe and the United States.
Its centres welcome 1.2 billion visits per year. Present in 2 continents and in 13 countries, Unibail-Rodamco-Westfield provides a unique platform for retailers and brand events, and offers an exceptional and constantly renewed experience for customers. With the support of its 3,700 professionals and an unparalleled track-record and know-how, Unibail-Rodamco-Westfield is ideally positioned to generate superior value and develop world-class projects.
The Group has the largest development pipeline in the industry, worth ???13 Bn. Unibail-Rodamco-Westfield distinguishes itself by its Better Places 2030 agenda that sets its ambition to create better places that respect the highest environmental standards and contribute to better cities. Unibail-Rodamco-Westfield is listed on Euronext Amsterdam and Euronext Paris (Euronext ticker: URW). A secondary listing has been established in Australia through Chess Depositary Interests. The Group benefits from an A rating from both Standard & Poor's and Fitch Ratings, and from an A2 rating from Moody's.
The Executive Coordinator must be able to work in a fast-paced environment and act as liaison where providing a high level of service to internal and external clients is a daily priority. This person should have the ability to effectively communicate, work independently as well as collaborate with the primary Executive Assistant, be organized, multitask and remain focused on the goals of the organization.
Main Responsibilities:
Provide support to the Executive Vice President, Group Deputy Director of Internal Audit, including but not limited to daily schedule, meetings, and coordination with multiple parties. Provide additional support to the Internal Audit team as needed.
Professional and adaptable - experience working with varying levels of personnel junior to C-Suite executives. C-Suite experience a must.
Experience handling highly confidential information and appropriate procedures (experience with a Compliance, Audit, Legal Dept. a plus)
Flexible - i.e., to urgent priorities that may change with limited notice.
Maintains executive's international and domestic schedule by planning and scheduling meetings, video conferences, and teleconferences across varying time zones. Confirming attendees.
Scheduling travel arrangements, including airline, car and hotel, assisting with visa and passport applications and renewals, and preparing detailed itineraries
Powerpoint, Excel, Word, Adobe (experience with Access, Photoshop a plus)
Strong report writing/grammar skills to assist in reports
Act as liaison to other Coordinators. Ensures smooth flow of information between the Executives and other departments.
Must interact diplomatically with corporate and shopping center employees, as well as customers, retailers, vendors, partners, consultants and the investment community.
Preparing reports, memos, letters, and other documents for monthly, quarterly and annual Board and Audit Committee level reports
Reviewing, coding and administering invoices received from 3rd parties
Efficiently execute requests with a sense of urgency
Manages expenses and expense reports in compliance with the companies policies
Distribute incoming correspondence, including faxes, mail and email
Develop and administer office procedures, policies and operations
Maintain an organized filing system of paper and electronic documents
Maintain Internal Audit's records, documents, logs, and files
And all other duties and responsibilities assigned by the EVP of Internal Audit
Essential Qualifications
Uphold a strict level of confidentiality
Proven experience as an executive assistant or other relevant administrative support experience preferable in Audit, Compliance or Legal environments
High Proficiency with computer, Microsoft office (Word, Excel, and PowerPoint)
Proactive, positive, can-do and team-oriented attitude
Strong professional communication skills to interact with all internal and external professionals
Strong written and grammatical skills and proof-reading ability
Customer oriented across all communication points
Well organized
Attentiveness to detail: ability to follow through, think ahead and through responsibilities, double check work before proceeding
Ability to work occasional overtime with limited notice
Proactive, positive, can-do and team-oriented attitude
Education:
Bachelor's Degree
Unibail-Rodamco-Westfield (URW) is an equal opportunity employer that embraces the diversity of backgrounds, perspectives, experience, and skills. We offer a collaborative, innovative, achievement-focused culture with unique opportunities for growth in a global company and we evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
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