Executive Assistant - London, United Kingdom - Knight Frank

Knight Frank London, United Kingdom

3 weeks ago

Description

Contract Type Permanent
Employment Type Full-Time
Working Requirements On Site

Hours 9:30am to 5:30pm

Salary Competitive
Division Commercial
Location The City

Knight Frank is looking to hire a highly motivated, results driven Executive Assistant capable of dealing with a demanding workload, able to effectively prioritise tasks and time, and who is comfortable upwardly managing.

Supporting the Chairman of London Capital Markets, as well as additional members of the London Capital Markets team, you will be responsible for providing an effective and efficient support service as well as assisting the wider business support team in ensuring the smooth running of a busy department.

We are the world's leading independent international property consultancy, headquartered in the UK, offering agency and professional advice across Commercial, Residential and Rural sectors.

Established in 1896, Knight Frank now comprises a global network of over 20,000 people in 487 Offices across 53 Territories.

Discover More About Knight Frank

Responsibilites:
Stakeholder Support

Executive assistance to London Capital Markets Chairman, maintaining their schedule through extensive and proactive diary and email management; organisation of internal / external meetings and viewings and conference calls, including preparing any required papers beforehand.

Assisting with project work as well as the creation of client presentations/pitches.
Executive assistance to three additional Partners within the London Capital Markets team.
Board Meetings and team Strategy Away Days; coordination of all relevant meetings including preparation of Board packs.

Presentations; coordinate and manage internal and external (client) presentations with our in-house creative and business development teams (where possible draft in the first instance), external printers, plus the post room to ensure a smooth process.

Document preparation; audio/copy typing letters, memos, minutes, schedules, mailshots and extensive reports. Accurate formatting, printing and binding of client reports.
Corporate travel arrangements; UK and overseas, plus preparing detailed itineraries and travel packs where necessary

Business Coordination

Acting as an Ambassador for the London Capital Markets Chairman and team.
Maintain collaborative relationships with clients, managers and employees.

Business Planning coordination (bi-annually); working with the Operations Manager on the spring and autumn business planning process and helping to coordinate for their team(s).

Team Financial coordination; where appropriate
WIP sheet reconciliation / billed and unbilled debtor coordination
Concise and regular coordination of client invoices, ensuring quarterly deadlines are met.
Monthly travel sign off, signing off costs, database subscriptions, supplier invoice processing
Expense claim coordination for the Partners

Team Coordination

Team meetings; attend team WIP meetings, minute taking and esuring actions are followed up

Training; helping to ensure all their team(s) mandatory training is up to date and helping to proactively promote training opportunities to support personal development.

Compose and/or prepare correspondence; audio/copy typing, letters, memos, design documents, newsletters
Answer organisational mail, email, correspondence and requests for information
Maintain teams schedule through extensive and proactive diary coordination, organisation of internal / external meetings booking meeting rooms and conference calls, including preparing any required papers beforehand
Where applicable, screen and prioritise or respond to team's Out of Office emails
Corporate travel arrangements; organising team meetings and conferences, strategy away days, etc. Producing relevant 'packs' for all attendees
Board/management meetings; minute and disseminate actions

Programme & Project Coordination

MCC (Marketing Communications Coordinator) programme. Marketing Coordinator for team.

Ensuring you are up to date on all tools / brand guidelines / and liaising with marketing regarding all collateral needs for the team, i.e.

producing event invites, capability statements, track records, research documents and all other relevant marketing materials. Social Media management i.e. LinkedIn, Yammer etc.
Corporate CRM Programme / Business Development coordination; for the team.

Creation of pitches with in- house creative and business development teams, liaison with internal or external printers to ensure a smooth process.

Working closely with BD to coordinate team pitches.

As appropriate, in your role as a Client Relationship Support (CRS) you will assist the Client Relationship Partner (CRP), Assistant CRP, Client Relationship Executive (CRE) and Graduate Assistant with a set of core tasks related to the firms most important clients.

Event Coordination event organisation and coordination and attendance for specific team / department / firm wide events; Including project managing some of the events from the initial brainstorm to briefing marketing, researching venues, creating invites, helping create supporting collateral, managing the RSVP lists, welcoming the clients at the event, etc.

Key Experience Required:
5+ years experience in a similar role

Proficient with Microsoft Office

Strong Powerpoint Skills

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Please note:
this is a Direct Search led by Knight Frank.

Applications from recruitment agencies will not be accepted nor will fees be paid for unsolicited CVs, even if provided by PSL agencies.

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