We are looking for a highly organized, detail-focused, and proactive Executive Assistant to support the Director across three businesses. While the role includes traditional EA duties, it is predominantly project‑focused, involving ongoing monitoring of business activities, liaising across teams, and ensuring the smooth running of a varied property portfolio. This is a people-facing role that requires maturity, professionalism, and the ability to interact confidently with colleagues, clients, contractors, and stakeholders at all levels.
You’ll be joining an open‑plan, collaborative office with a supportive and friendly team environment. We value positive energy, teamwork, and communication—and we regularly host company socials and events to maintain a strong, connected culture.
Key Responsibilities
Executive Support
* Daily support to the Director, including diary management, meeting coordination, minute-taking, and travel instructions.
* Handling calls, enquiries, and information requests on the Director’s behalf.
* Running occasional errands, completing ad‑hoc research, and managing personal appointments as needed.
General Office & Meeting Support
* Preparing materials for monthly and quarterly business and board meetings, including printing, collating data, and binding meeting packs.
* Coordinating the staff emergency phone rota.
* Greeting clients and ensuring meeting rooms are professionally prepared.
Property Management Assistance
* Liaising with clients, residents, leaseholders, and contractors regarding repairs, access, quotes, and ongoing issues.
* Managing issues lists, chasing progress, and supporting the portfolio manager.
* Drafting and sending letters, issuing service charge/ground rent demands, and handling daily email and phone correspondence.
* Raising invoices, updating contact details, and reviewing contractor invoices for accuracy.
* Filing, archiving, and general document coordination.
HR & Recruitment Support
* Working closely with HR on recruitment, including initial interviews, preparing offer packs and conducting new start inductions.
* Supporting employee meetings alongside the Director.
* Overseeing the administrative team and acting as the direct manager for the receptionist, including holiday approvals and annual reviews.
* Ensuring consistent reception cover at all times.
Communication & Front-of-House Support
* Acting as the first point of contact when the Director is unavailable.
* Managing incoming issues and ensuring they are either actioned or escalated appropriately.
* Supporting general telephone coverage within the office.
What We’re Looking For
* 3–5 years' experience as an EA/PA, ideally with exposure to property or block management advantageous but not essential.
* Excellent communication, writing, and grammar skills.
* Strong time‑management, organization, and self-sufficiency.
* High levels of professionalism, confidentiality, and customer service.
* Comfortable working with people at all levels, building strong working relationships.
* Presentable and polished, as the role is client-facing.
* IT‑confident, especially with Microsoft Office.
* A full UK driving license is desirable.
Training & Development
Full on‑the‑job training will be provided, with opportunities to attend internal and external training courses as required.
25 days plus bank holidays, with annual entitlement increasing after three years of service to 28 days, increasing each year thereafter until reaching 30 days each year, plus bank holidays
* Flexible working hours within standard core business hours
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