A highly regarded Property Management company in the South West of London has an exciting opportunity for an experienced Executive Assistant to join their firm.
You will be responsible for the Managing Director and will provide high level of support. You will be a personable EA, who is friendly, hard-working, reliable and confident in ensuring the smooth running of their office. You will provide effective administrative support and have the ability to manage upwards.
Main Duties will include:
Read, screen and respond to incoming email and post, ensure referrals are made, responses are drafted and only relevant information is communicated; Provide clear, pertinent business information to assist in the ongoing management of the business;
Perform diverse, advanced, and confidential administrative support including composing, signing and releasing correspondence;
Organise diaries efficiently; forecasting the day/week/month/year ahead, coordinating various parties and managing conflicts;
Organise internal and external meetings and events; when required welcome visitors, provide refreshments and act as host for the duration;
Produce meeting agendas, take and communicate clear accurate minutes and oversee actions to resolution;
Coordinate annual reviews for the MD with the Operations team (5 Managers) and monitor their performance against set targets;
Take ownership of given projects; provide research, consider factors such as people, resource, budget and environment, communicate relevant findings clearly;
Plan and prepare a suite of useful business templates & processes to make correspondence, papers and reports professional and consistent, as well as minimising creation time;
Monitor processes to ensure the smooth operation of the portfolio both in isolation and in conjunction with the rest of the organisation;
Responsible for planning, collating and producing board level papers/reports and spreadsheets;
Build strong relationships with the Chairman, Board, banks, architects, solicitors, tenants, and fellow colleagues; be involved in high level contact and exposure to sensitive information using considerable tact, diplomacy and judgement;
Provide high level PA support to the Chairman when required and take control of his assistants duties in absence;
Provide support to the HR Manager; assist with confidential administration and in the implementation of company policies, objectives and values, and lead on them by 'practising what we preach;
Act as a liaison to external groups where the MD is a member, Chair or Director;
Coordinate itinerary and travel for both domestic and overseas;
Provide secretarial support including fielding incoming calls, Internet research, photocopying, filing, binding, etc.
Provide company secretarial / admin duties for all entities;
Process expenses; gather receipts and summarise information to finance within given time frame;
Manage, coordinate and instruct professional advisors (legal - conveyancing and litigation; surveying; agency) and other suppliers;
Represent the company, MD and Chairman appropriately;
Effectively manage different and conflicting deadlines, objectives, projects and activities;
Skills & knowledge Required:
At least 3 years proven experience supporting a senior level position, managing upwards;
Strong commercial acumen; a broad understanding of a business;
Excellent communication skills; experience of confident effective interaction to build strong relationships with senior and junior colleagues, customers, suppliers, professional advisors and other external parties;
Excellent customer care skills; confident, recognition of key contacts, courteous and prompt;
Strong organisational skills; ability to work to deadlines and under pressure, involving effective time management and prioritisation;
Proactive approach; to Pre-empt and manage multiple, changing and conflicting priorities;
Strong analytical skills, the ability to research, investigate and produce timely and relevant information;
Ability to remain friendly, calm, diplomatic and professional at all times;
Ability to problem solve, provide solutions and use own initiative;
Willingness to take ownership and responsibility;
Attention to detail (proof reading) and desire to complete tasks accurately and efficiently;
Ability to provide a hands-on, flexible approach in a relatively flat organisation, willing to respond professionally, enthusiastically and positively to all requests;
Advanced skills in MS Office, including Outlook, Word and Excel;
Minimum of 80 WPM;
Ability to take relevant, accurate minutes;
Well-presented appearance; an ability to present a positive image of the firm
A clear, pleasant voice; you must be able to demonstrate correct use of the English language and grammar