Executive Assistant to the Head of Real Estate, Product & Procurement

Bengaluru, Karnataka, India | Real Estate | Full-time

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About WeWork

WeWork is the platform for creators, providing hundreds of thousands of members around the world with space, community, and services that enable them to do what they love and create their life’s work. Our mission is to create a world where people work to make a life, not just a living, and our own team members are central to that goal.

About the role

This role is a strategic, tactical, and hands-on role directly supporting the Head of Product, Procurement & Real Estate in management and meeting business targets. The primary objective is to ensure that the plans and priorities set by the Executive are effectively coordinated and executed in the midst of a fast pace of change.

Roles and Responsibilities

External Coordination and Management for HOD:

  • Design and maintain databases and contacts for IPCs, Existing and Potential Landlords. 
  • Regularly update the database in coordination with Directors. 
  • Maintain good relationship with PLs/EAs from other teams and outside the company to have seamless coordination
  • Keep track on relevant external events such as training, workshops, trade shows, market activation

Management and Assistance to HOD:

  • Manage and maintain the Head’s schedules, appointments, and travel arrangements. 
  • Compile documents reference material and supporting documents for the Head for meetings and discussions. 
  • Monitor, screen, respond to, and distribute incoming communications which can include data requests, escalations.
  • Record, transcribe and distribute minutes of meetings.
  • Answer and manage incoming calls for property submission, escalations, networking.
  • Receive and interact with incoming visitors (LandLords, potential LandLords, etc)
  • Be up to date with organizational communication & changes in order to ensure that these activities are complied with and deadlines are met. 
  • Discuss with internal teams to design the structure for monthly Townhalls & take the initiative to host them monthly.

Departmental Responsibilities:

  • Circulating Real estate, Product & Procurement communication material such as decks and newsletters with external connections. 
  • Monitor expenses and develop strategies to control costs. 
  • Scout for relevant market research and publications and circulate to the Team
  • Review operating practices and implement improvements where necessary.
  • Be the SPOC for intra-company wide communication for the RE, Product, and Procurement team.
  • Understand the departmental processes & assist the Strategy & Ops team to ensure maximum conformity by sending recurring reminders, organizing catch-ups & ensuring documentation for meetings is in place. 
  • Organize town halls, TGIMs, and team engagement activities. Work with the department’s People Business Partner on all people-related initiatives for the department.
  • Discuss internally to understand the training requirements of the team & scout for internal & external training/workshops that help the team grow professionally. 
  • Prepare annual budgets for the team & act as a guardrail for over-utilization on a monthly basis.

Skills and Qualifications

  • 2-4 years of relevant work experience
  • Excellent written and verbal communication
  • Excellent analysis, reporting, and presentation skills
  • Hands-on with supply management, equipment maintenance, travel logistics
  • Ability to multitask and prioritize daily workload
  • High comfort in working under pressure, time-sensitive, and rapidly evolving environment
  • Full comprehension of office management systems and procedures
  • High level of discretion and confidentiality
  • Exemplary planning, organization and coordination skills
  • Ability to read reports and make suggestions based on learnings
  • Good knowledge of MS Office and Google Suite Products
  • Ability to stay calm under pressure and manage stress effectively
  • Ability to build trust with all stakeholders 
  • Good to have - Degree or prior experience in Real Estate, Design, Procurement or Program management