Executive Assistant to COO - Real Estate

West End - £45,000- £53,000 + Bonus

Role Overview

An exciting opportunity has arisen for an experienced Executive Assistant to provide high level support to a senior member of the leadership team.
This is a broad and varied position requiring someone who is highly organised, commercially aware and able to operate with a high degree of discretion. The successful candidate will take responsibility for the executive's day to day organisation, ensuring their schedule, communications, meetings, travel and administrative requirements are managed effectively.
The role will involve regular interaction with senior colleagues, leaders across associated businesses and external stakeholders, making strong communication skills, sound judgement and the ability to build trusted relationships essential.

Key Responsibilities

• Take full ownership of the executive's diary and inbox, effectively managing a busy and frequently changing schedule, prioritising commitments and resolving clashes where necessary.
• Coordinate meetings with internal and external stakeholders, ensuring appropriate preparation, documentation and logistics are in place.
• Arrange and manage complex travel itineraries, including transport, accommodation, meeting schedules and associated arrangements.
• Ensure the executive is appropriately briefed and prepared for meetings, appointments and key business commitments.
• Prepare, proofread and professionally format correspondence, reports, presentations, briefing documents and meeting papers.
• Attend meetings where required, taking clear and accurate minutes and maintaining a record of actions to ensure agreed follow-ups are completed.
• Act as a key point of contact for the executive, managing incoming enquiries and communications and ensuring matters are prioritised and directed appropriately.
• Maintain effective communication between the executive and the wider business, ensuring information is conveyed clearly, accurately and with the appropriate level of discretion.
• Build strong working relationships with senior stakeholders, business leaders, colleagues and external contacts, representing the executive and wider business professionally at all times.
• Anticipate the executive's requirements and proactively identify potential issues, diary conflicts or outstanding actions before they become problems.
• Use initiative and sound judgement to resolve day to day issues, providing practical solutions and recommendations rather than simply escalating matters.
• Manage expenses, invoices and other administrative processes on behalf of the executive, ensuring these are completed accurately and within required timescales.
• Coordinate arrangements for clients, visitors and external guests, providing a warm and professional welcome and maintaining the standards expected of the business.
• Provide administrative and organisational support on adhoc projects and wider business initiatives, including property related and commercial projects where required.
• Assist with the coordination of activities across associated businesses and entities, ensuring information and communication are managed effectively.
• Maintain absolute confidentiality and discretion when handling sensitive, commercially confidential or personal information.
• Take ownership of additional responsibilities as required, supporting the executive and wider leadership team in a proactive and flexible manner.

Person Specification

Essential

• Proven experience as an Executive Assistant, Personal Assistant or similar senior support professional, ideally supporting a C-suite executive or senior leadership figure.
• Exceptional organisational and time-management skills, with the ability to manage multiple competing priorities.
• Outstanding attention to detail and a methodical approach to managing information and administration.
• Calm and composed under pressure, with the ability to adapt quickly to changing requirements.
• Excellent written and verbal communication skills.
• Strong interpersonal skills, with the ability to establish effective relationships across all levels of an organisation.
• Highly professional, discreet and trustworthy, with a strong understanding of confidentiality.
• Proactive, resourceful and self sufficient, with the ability to anticipate requirements and take ownership without constant direction.
• Excellent judgement and the confidence to make sensible decisions within an executive support environment.
• A solutions focused approach, with the ability to assess situations, identify options and recommend appropriate action.
• Confident dealing with senior stakeholders and able to handle sensitive or challenging conversations with tact and diplomacy.
• Naturally personable, with strong customer service skills and the ability to create a professional and welcoming experience for visitors and external contacts.
• Strong IT skills, particularly Microsoft Office, Outlook, Word and PowerPoint.

Desirable

• Previous experience within property, real estate, property development, hospitality or another commercially focused environment.
• Experience supporting an executive whose responsibilities span multiple businesses, subsidiaries or business areas.
• Experience working within a fast paced, entrepreneurial or growing organisation.
• A relevant qualification in business administration, management or a related discipline.

Key Relationships

• Senior Executive / Executive Leadership
• Senior Leadership Team
• Business and subsidiary leaders
• Internal teams and colleagues
• Clients and external stakeholders
• Visitors and external guests

This role would suit an experienced Executive Assistant who is confident operating at senior level, takes genuine ownership of their responsibilities and enjoys being a trusted and integral part of the executive's day to day operation.

reach out for more information