Executive Assistant

5 days ago

Central London, United Kingdom Lavender Jones Recruitment Full time
Job Description

We are seeking an experienced Executive Assistant to support the Chief Executive Officer (CEO) of a leading real estate investment management firm. This is a fantastic opportunity to work with a dynamic and charming CEO, supporting their business and personal affairs, while also contributing to office management and marketing duties.

Key Responsibilities:
  • Executive Assistant Responsibilities:
    • Detailed diary management, including planning and scheduling meetings and appointments, managing time to best effect, and ensuring seamless coordination with the CEO's schedule.
    • Organizing domestic and international travel itineraries, including flights, transfers, and accommodations, to ensure a smooth and stress-free experience for the CEO.
    • Inbox management, prioritizing relevant emails, and responding in a timely and professional manner, while also acting as the CEO's gatekeeper and point of contact.
    • Supporting the preparation of reports and documentation as needed, including quarterly reports to shareholders and third-party investors.
    • Organizing board meetings and supporting the preparation of relevant board materials, including agendas, minutes, and supporting documents.
    • Planning and executing off-site Annual General Meetings (AGMs), including logistics, venue selection, catering, and invitations.
    • Building and nurturing relationships with key investors, lenders, and stakeholders, ensuring effective communication and collaboration.
    • Managing expenses and invoices, ensuring accurate and timely processing.
    • Assisting with office management duties, including meeting and greeting investors, lenders, and consultants, managing meeting rooms, filing, and printing.
    • Contributing to the improvement of the marketing strategy by drafting and supporting the authoring of content around business achievements for platforms such as LinkedIn, and gathering information for the external PR consultant around press releases.
  • Private PA Tasks:
    • Organizing and booking family holidays, including flights, transfers, villas, and activities, while avoiding clashes and unworkable overlaps between work and private diaries.
    • Ensuring the CEO's personal calendar is up to date, tracking important annual calendar dates, such as birthdays and anniversaries.
    • Managing the CEO's personal documents, including passports, ESTA, driving licenses, and subscriptions, ensuring all is up to date and secure.
    • Sourcing gifts for friends and family, and handling ad hoc errands as required.

Requirements:

  • Proven experience as an Executive Assistant or Personal Assistant to a senior executive or CEO.
  • Excellent communication and interpersonal skills, with the ability to build strong relationships with key stakeholders.
  • Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
  • Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
  • Ability to work in a fast-paced environment, with a high level of discretion and confidentiality.
  • London-based, with a strong understanding of the city's business landscape.

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