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Executive Assistant to Directors

1 month ago

London UK, UK, United Kingdom OWN LONDON Full time

Start Date: Immediately


Position Type: Maternity Cover / Temporary (Approximately 9-12 months) with the possibility to remain on a permanent basis subject to business needs


Salary: Competitive salary of £40,000+(experience dependent)


About Panacea Global


Our multi-discipline team have expertise ranging from concept viability, asset identification, acquisition, and technical due diligence through to architecture, engineering, construction management, design and construction services, along with ongoing asset, home management and disposal to private clients and investors.


We are searching for an exceptional individual to oversee and manage the day to day running of Panacea Global Ltd. The individual will need to; oversee project budgeting, meet project deadlines, manage client expectations, providing in-depth monthly reports to clients, hold weekly meetings with the two Managing Directors to provide updates and receive future directives.


This individual should be excited by high-end projects, be able to work well under significant pressure, understand how to prioritise competing workflows and find solutions to deliver on critical paths.



General Duties


Project Management


  • Managing external stakeholders, consultants, suppliers and contractors.
  • Preparation / Request / Review of legal documents, contracts, fee proposals, NDA’s, quotes.
  • Creating agendas, meeting preparation & attendance. Distributing feedback & minutes to internal and external teams. Providing direction as to next steps on all aspects of the project.
  • Monitoring progress of all consultants, suppliers and contractors. Ensuring they are meeting deadlines & level of quality expected.
  • Invoice management - working in conjunction with accounts payable. Ensuring all invoices are in line with fee proposals and quotes. Keeping track on expenditure and budgeting.


Diary Management


  • Scheduling meetings between all parties
  • Manage the email inboxes for both Managing Directors as well as any group inboxes.
  • Submit expenses
  • Book travel and event attendance
  • To provide administrative support to Managing Directors, in all areas of the business.


Marketing & PR


  • Providing support and guidance on branding exercises.
  • Engage with media& PR companies.
  • Preparation of company documents such as; detailed presentations & reports, proposals, site hoarding, business cards, invoices.
  • Oversee development of Panacea website and updates to directors’ profiles.



HR


  • To provide management of the Panacea office including HR policies, insurance, health and safety, and liaising with IT support.
  • Produce job descriptions & liaise with recruiters/LinkedIn to search for suitable applicants. Oversee first round interviews & make recommendations to the Managing Directors.
  • Disseminate employment contracts & liaise with finance to set up Payroll. Oversee new staff onboarding & manage initial general training


Office & General


  • Liaising with external contractors, IT support and building management.
  • Establish and maintain company contact database. Maintain accurate records, digital and physical filing, across all property projects and transactions.
  • Maintain office environment, IT/CRM systems, stationary supplies & insurance
  • Field incoming calls
  • To behave professionally and act as an ambassador for the business when dealing with both internal and external stakeholders.


Experience & Skills


  • 5years’ experience in an Executive Assistant role in a similar field (property, real estate, interior design, architecture etc)
  • Highly confident & capable in dealing with senior consultants, contractors, and suppliers.
  • Very adept at time management, and able to meet strict deadlines where needed, even if out-of-hours.
  • Excellent attention to detail.
  • Strong written and oral communication skills.
  • Excellent digital capability. Proficient in Excel, Word, PowerPoint.
  • Clean Driving License