This is a full time, permanent and in person position (remote work is not available). Real estate experience is required - minimum 3 years.
Office Location: Wandsworth, SW18
Overview
We are seeking a highly organised, proactive, and commercially minded Executive Assistant to support the Managing Director and Operations Director of a fast-paced estate agency specialising in premium new build developments.
This is a pivotal role that goes beyond traditional EA responsibilities, combining executive support with operational support.
Key Responsibilities
* Manage complex and ever-changing diaries, scheduling internal and external meetings.
* Screen calls, emails, and correspondence, responding or escalating as appropriate.
* Manage the Directors’ daily flow of information, ensuring they are fully briefed and prepared.
* Act as the main point of contact between the Directors and all departments.
* Prepare agendas, meeting materials, reports, and detailed minutes.
* Oversee the smooth day-to-day running of the office environment.
* Coordinate IT, systems, and facilities support, liaising with external providers where needed.
* Implement and maintain efficient administrative systems and processes.
* Handle sensitive and confidential information with discretion.
* Help to oversee day-to-day operations across Lettings, Property Management, HR, and Recruitment.
* Efficiently report on the KPIs across departments to the Managing Director and Operations Director.
* Oversee onboarding and integration of new team members.
* Act as the first point of contact for employee queries, wellbeing, and HR matters.
* Support managers with performance management, employee relations, and conflict resolution.
* Maintain accurate employee records, contracts, and compliance documentation.
* Coordinate payroll inputs, holiday tracking, and commission data.
* Manage the recruitment lifecycle: job descriptions, advertising, sourcing and screening.
* Oversee the candidate journey from first contact through to offer and onboarding.
* Ensure listings are accurate and comply with regulatory requirements.
* Oversee offer progression by carrying out checks on documentation for all new deals.
Key Skills & Experience : Proven experience as an Executive Assistant, Operations Manager, or similar senior support role.
* Proven experience as an Executive Assistant, Operations Manager, or similar senior support role.
* Background in estate agency or lettings (highly desirable).
* Excellent organisational and multitasking abilities.
* Commercial awareness with a proactive, problem-solving mindset.
* High attention to details and organisational skills.
* High level of discretion and professionalism.
* Advanced communication and stakeholder management skills.
Personal Attributes
* Highly proactive and solutions-driven
* Calm under pressure with strong decision-making ability
* Detail-oriented with a strategic mindset
* Confident communicator across all levels
* Passionate about delivering exceptional service