Executive Assistant - London, United Kingdom - Knight Frank

Knight Frank

Verified Company

London, United Kingdom

4 days ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Reference No Job Title- Executive Assistant - London Capital Markets- Type- Permanent- Salary Range- Competitive- Division- Commercial- Sub Division- Capital Markets, National Agency- Department- London Capital Markets & Development Location- City - (London)This is a role is for a highly motivated, results driven Executive Assistant supporting team members within the London Capital Markets 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.

Responsibilities:

Stakeholder Support
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Board Meetings and team Strategy Away Days; coordination of all relevant meetings including preparation of Board packs.
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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.
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Document preparation; audio/copy typing letters, memos, minutes, schedules, mailshots and extensive reports. Accurate formatting, printing and binding of client reports.
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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 (biannually);
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
Referral coordination

Team Coordination

Team meetings; attend team WIP meetings, minute taking and ensuring 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
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
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
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 London Capital Markets department.
Working with the London Capital Markets and wider London Offices 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 Operations Executive / Operations Manager to coordinate the process of new starters (induction) / leavers for your team
Onboarding; working with Operations Executive / Operations Manager to help coordinate onboarding of all new starters in your team
Appraisal coordination for their team and six monthly 1:1's.
CPD records; recording the teams RICS CPD hours.

Experience required: