Executive Team Assistant

**About the Company**

Savills Investment Management (“Savills IM”) is a global independent investment management business of the Savills group, with a 30-year track record and over EUR26.9 bn of assets under management. It has grown to operate across 17 offices, encompassing nearly 360 employees.

Savills IM is in a rapid growth phase, expanding its global presence as well as the products and services offered, that post acquisition of a relevant shareholding in DRC SIM now encompasses both Equity and Private debt funds. An expanded product range investing in a larger number of countries and property types, a greater number of investment professionals and a desire to continue developing innovative products means that there should be suitable focus on investment process and performance.

**Job Purpose**

To provide comprehensive secretarial and administrative support to the UK Investment and Business Development Directors and their teams, and to assist with the wider investment processes.

**Role **Responsibilities**

Responsibilities and tasks include, but are not limited to:
Director support (currently seven):

- Diary management - arranging meetings, conference calls, ensuring time is effectively managed and individuals are kept up-to-date on schedule of appointments, liaising with both internal and external clients.
- Travel arrangements - co-ordinating bookings and producing itineraries mainly for domestic travel, and occasional international travel
- Collating relevant papers for key meetings and keeping them on pending file
- Collating information on CDD (Customer Due Diligence)
- Typing /amending documents: letters, meeting notes, minutes, detailed reports and articles for internal and external audiences etc. and assisting with preparation of regular client reporting
- Composition and circulation of own correspondence to relevant people
- PowerPoint presentations - creating, editing, printing and binding
- Expenses - Company Amex reconciliation and personal expenses claims using MyExpenses (Concur) online tool.
- Filing - organising and maintaining files

Team support:

- Assistance with complex meeting organisation and room bookings
- Complex travel co-ordination including investor roadshows, investor trips, asset inspections, etc.
- Expense processing/guidance
- Report and PowerPoint presentation preparation
- Ability to create and re format documents in Microsoft office e.g. letter preparation, mail merge

Investor Relations
- Assisting in the preparation and distribution of a suite of periodic client reporting
- Supporting the drafting and production of Annual Reports / Business Plans
- Ensuring client reporting deadlines are met

General:

- UK deal tracker administration - management of internal UK deal tracker inbox, uploading properties onto SharePoint site
- UK SIM Investment Committee administrator support - organise UK funds SIM IC meetings, track papers and minutes
- Occasional administrative support for weekly LargeCap and Europe pipeline meetings (produce reports, attend meetings, take notes)
- Perform any other administrative duties as may be required from time to time by the business, such as but not limited to membership forms, magazine subscriptions, photocopying documents and circulating, filing - organising and maintaining files, archiving
- Ad-hoc project management
- Ability to minute-take, usually of a confidential nature where required
- Comprehensive holiday cover for the other team assistants and EAs
- Pro-actively assisting other members of the support team
- Uphold Savills IM’s purpose and values by promoting people and planet positive behaviours
- Proactively identifying ways to have a positive impact in your daily activities, e.g reducing waste, carbon, energy and community impact
- Uphold Savills IM’s purpose and values by promoting people and planet positive behaviours
- Proactively identifying ways to have a positive impact in your daily activities, e.g reducing waste, carbon, energy and community impact

**Person Specification**
- Excellent communication (written and verbal) skills, eye for detail
- Self-starter with an ability to juggle priorities in a timely manner and use initiative under pressure
- Excellent diary management and ability to maintain numerous diaries
- Ability to work as part of a team as well as autonomously
- Confidence and diplomacy
- Someone who is diligent, professional and conscientious always
- Demonstrable experience within a team assistant role
- Working knowledge of day-to-day IT equipment (including PC desktop set up, AC & VC set up)
- Contribute to a dynamic, collaborative and professional culture for a regulated property investment business
- Experience working with large teams
- Good geographical knowledge of the UK