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Personal Assistant to Managing Director

2 weeks ago

Manchester, United Kingdom The Property Network Full time

**Job Title**: Personal Assistant to Managing Director

**Location**: Manchester

**Salary**: £24,000 per annum

**Hours**: Monday to Friday, Full-Time

**About Us**:
We are a fast-growing property sourcing business based in Manchester, dedicated to helping investors find and secure high-quality property deals. Our team is young, dynamic, and driven, and we’re looking for a talented individual to join us as a **Personal Assistant**.

**Role Overview**

As a Personal Assistant to the Company Director, you will be responsible for overseeing all administrative aspects of the business to ensure efficiency and organisation. You will handle the sales progression of property transactions, manage important documentation, arrange meetings, maintain the Director’s schedule, and liaise with key professionals, including investors, mortgage brokers, solicitors, and estate agents. You will also support the company’s invoicing, bookkeeping, and the creation of marketing materials.

**Key Responsibilities**

**Diary Management & Scheduling**:

- Organise and manage the Director’s calendar, scheduling meetings, calls, and travel arrangements.
- Ensure the Director is well-prepared for all meetings with relevant documents and materials.

**Sales Progression & Property Transactions**:

- Oversee the progression of property transactions, ensuring smooth communication between solicitors, investors, brokers, and estate agents.
- Monitor the status of deals, following up to ensure transactions are completed on time.

**Document Management**:

- Manage, organise, and sign various business documents and contracts, ensuring accuracy and timely filing.
- Follow up on outstanding documents and maintain detailed records for each transaction.

**Client & Professional Liaison**:

- Act as the first point of contact for the Director, maintaining professional communication with investors, brokers, solicitors, and other stakeholders.
- Handle correspondence and communications on behalf of the Director, ensuring responses are timely and professional.

**Financial Administration**:

- Manage the invoicing process and assist with bookkeeping using Xero, ensuring timely payments and accurate financial records.
- Support the accounts team in reconciling transactions, monitoring cash flow, and maintaining budgets.

**Presentation & Marketing Material Creation**:

- Assist in preparing professional slide decks, PDFs, and other marketing materials using Google Suite for investor meetings, proposals, and presentations.
- Ensure all materials are well-designed, on-brand, and effectively communicate key messages.

**CRM Management**:

- Maintain and update the Pipedrive CRM, tracking client interactions, managing deal progress, and ensuring all data is current and well-organised.
- Follow up on client leads and ensure consistent communication throughout the sales process.

**General Administrative Support**:

- Provide comprehensive administrative support to ensure the smooth running of daily business operations.
- Perform other ad hoc tasks such as handling enquiries, ordering supplies, and supporting office logistics as required.

**Key Skills and Experience Required**

**Experience**:

- Proven experience as a Personal Assistant, Executive Assistant, or Office Manager, preferably within the property, finance, or legal sectors.
- Experience managing property transactions and liaising with solicitors, brokers, and estate agents is a plus.

**Organisation**:

- Strong organisational skills with the ability to multitask, prioritise, and efficiently manage a high volume of tasks.
- Self-motivated, able to take initiative and manage workflows independently.

**Communication**:

- Excellent written and verbal communication skills, with the ability to engage with stakeholders professionally at all levels.
- Confidence in dealing with clients, investors, and other professionals on behalf of the Director.

**Technical Skills**:

- Strong proficiency in Google Suite (Docs, Sheets, Slides) for managing documents, presentations, and collaborative tasks.
- Experience with Pipedrive CRM or similar CRM software for tracking client interactions and managing deal pipelines.
- Competence in using Xero for invoicing, bookkeeping, and financial management.

**Attention to Detail**:

- Strong attention to detail, ensuring all documents, financial records, and communications are accurate and professionally presented.
- Ability to identify discrepancies and resolve issues promptly.

**Confidentiality**:

- Ability to handle sensitive and confidential information with the utmost discretion and professionalism.

**Preferred Qualifications**
- Prior experience in the property industry or familiarity with property transactions is highly desirable but not essential.
- Strong technical proficiency with Google Suite, CRM softwares, and Xero accounting software (or similar)

**What We Offer**
- An opportunity to work in a dynamic and fast-paced environment with a growing