Executive Support - London, United Kingdom - Knight Frank

    Knight Frank
    Knight Frank London, United Kingdom

    1 week ago

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    Description
    Contract Type Fixed Term Contract Employment Type Full-Time Working Requirements Dynamic Working Hours 9:30am to 5:30pm Salary Competitive Division Commercial Location 55 Baker Street

    This is a role is for a highly motivated, results driven Executive Support individual, supporting team members within the Valuations department. You will be responsible for providing an effective and efficient support service and assist 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.

    Responsibilities:

    Stakeholder Support

  • 1:1 Executive assistance to multiple partners in the Funds Team , and allocated stakeholders maintaining their schedules through proactive diary and email management ; organisation of internal / external meetings and viewings and conference calls, including preparing any required papers beforehand.
  • 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 Commercial V&A Head of Funds 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 logs / billed and unbilled debtor coordination
  • Credit control
  • Concise and regular coordination of client invoices, ensuring quarterly deadlines are met.
  • Supplier invoice processing
  • Expense claim coordination for all allocated stakeholders
  • Referral coordination

    • Team Coordination

  • Team meetings; attend team WIP meetings
  • Coordinating the creation of extensive valuation reports via HotDocs, HUB, Valos or other software (valuations specific)
  • 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, design documents, newsletters
  • Answer organisational mail, email, correspondence, and requests for information
  • Maintain teams schedule through 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
  • IT liaison to help troubleshoot system errors for team
  • Work collaboratively, providing assistance to other business support members, as and when required, adding value to the overall efficiency of the Commercial Valuations & Advisory department.
  • Working with the Commercial Valuations & Advisory business support network to ensure best practices are shared, communication is continued and helping other teams when there are pressure points
  • New Starter Induction; working with the Operations Manager to coordinate the process of new starters (induction) / leavers for your team
  • Onboarding; working with the Operations Manager to help coordinate onboarding of all new starters in your team
  • Appraisal co-ordination for their team and six monthly 1:1's.
  • CPD records; recording the teams RICS CPD hours.

    • Experience Required

  • 3 years experience in a similar operations or administrative role
  • Proficient using Microsoft Office Suite software

    • #LI-SO1

    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.