Executive Assistant to Director

4 weeks ago

London, United Kingdom Highcastle Estates Full time

**About us**

Highcastle Estates is a small business in London, E15. We are professional, agile, innovative, and our goal is to provide value through our services to all of our clients..

Our work environment includes:

- Modern office setting
- Food provided

Highcastle Estates seeks an Executive Assistant to support the Director in strategic projects, providing engaging, efficient and effective support. The ability to multi-task whilst maintaining a high level of attention to detail and being highly organised is essential in this position.

We are a dynamic estate agency who prioritises customer service while taking an innovative approach to marketing our business and team.

**Responsibilities**
- Proactive diary management: being able to identify and understand priorities to maintain workload and update diaries as appropriate effectively.
- To assist with financial processes, including processing all costs relating to the Directors’ travel and general expenses, raising purchase orders and invoices, coding invoices and credit card statements, checking transactions
- To undertake projects as directed, leading meetings and undertaking research
- Taking pride in the appearance of the front office, welcoming visitors and dealing with their queries
- To process written correspondence, draft return correspondence to general enquiries, and intercept incoming phone calls for the Executives.
- Undertake ad-hoc tasks as required, be a proactive source of help to the team and keep activity on the track, carrying out all tasks as required, such as managing stationary ordering, car allocations in collaboration with Fleet etc.
- Assisting the team with marketing, including planning, recording, and arranging guests for the podcast
- Creating and sending marketing letters and newsletters.
- Supporting the organisation at company events when required
- Develop systems and procedures to improve overall efficiency
- Helping to make the company a fun place to work for, organising charity events, team building, etc.
- Helping the company in organising community events
- Liaising with all departments including, sales, lettings, marketing, finance, etc.
- Ad hoc business administrative and office upkeep duties

**Person Specification**
- At least three years’ experience as an executive/personal assistant
- Experience in the property sector is an advantage.
- Ability to work proactively and comfortably - excited at using your own initiative in a fast-paced environment where priorities can change regularly
- Maintains a positive attitude towards routine tasks
- Excellent communication, influencing and relationship skills, with a strong customer-centric approach (comfortable working with colleagues at all levels within the organisation)
- High levels of energy, drive, and enthusiasm with a passion for developing yourself and being an active and supportive member of a high-performing team
- Excellent ability to organise, multitask, prioritise and work under pressure, all with a smile :)
- Advanced IT skills (Word, Excel, MS Outlook, MS Teams, Trello).

**Job Type**: Fixed term contract
Contract length: 12 months

**Salary**: £25,000.00-£30,000.00 per year

**Benefits**:

- Company pension

Schedule:

- Monday to Friday

Ability to commute/relocate:

- London, E15: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Executive Assistant: 3 years (required)
- Property: 1 year (preferred)

Work Location: One location

Expected start date: 15/05/2023

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