- Overseeing and managing the Managing Director's diary and mailbox; responding to and dealing with emails (non-transactional) in a timely fashion on the Managing Director's behalf leading to complete management of mailbox.
- Following up on emails and calls for Managing Director and screening calls.
- Drafting and compiling emails and letters on behalf of the MD.
- Signing and responding to official documents on behalf of the MD and meticulously proof reading all documents.
- Coordinating both internal and external meetings, meeting materials, accompanying where necessary to take minutes and send around action points to the wider team.
- Evaluating and updating meeting notes with the MD.
- Maintaining/updating internal databases using a range of software (including Office 365 and SharePoint); suggesting improvements to help streamline processes.
- Personal PA duties - supporting the MD with personal matters/companies, arranging events, gifts, travel, paying utilities and bills as and when needed.
- Filing (electronic and hard copy)
- Proactively managing expenses, dealing with invoices and purchase orders, and keeping track of invoices and office accounts on XERO and internal spreadsheets.
- Ensuring the office is running smoothly, being the point of contact for IT matters, Facilities and ordering stationary, stock and equipment.
- Regularly liaising with suppliers and maintaining good relationships with suppliers; assessing the performance of suppliers, researching new suppliers and cost savings for the business.
- Updating and overseeing the company website.
- Supporting with projects, onboarding new tech/software and the implementation of new processes.
- Assisting with social media (LinkedIn)
- Looking after the recruitment and onboarding of new staff
- Overseeing and logging staff attendance/absence
- Processing payroll, expenses, and commission payments
- Supporting the MD with arranging staff appraisals and general staff conduct
- Review/updating health and safety policies
- Checking data protection laws and GDPR and ensuring best practice.
- Minimum of 5 years' experience as an office manager and/or a C-level personal assistant
- Previous experience working in Real Estate, Asset Management, and Investment sectors preferred.
- Excellent English language skills and communication skills - written and verbal
- Advanced proficiency in Outlook, Microsoft Word and Excel
- Experience with XERO software essential
- Enjoys a fast-moving, high-performing, and vibrant environment and able to think on their feet
- Able to multi-task, work to deadlines, and a safe pair of hands
- Highly organised, process-driven, with good analytical skills.
- Calm, positive and approachable.
- Must be proactive by nature, able to think outside the box, and enjoy contributing ideas.
- • Ability to work in a fast-paced sales environment and to think on their feet
- Self-starter/shows initiative
- Experience in AML/compliance matters preferable
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Executive Assistant - London Area, United Kingdom - GKR International - Real Estate Talent Specialists
Description
Executive Assistant & Office Manager - West End
GKR International has been exclusively retained to lead the search for a high-performing, incredibly successful, and vibrant boutique Real Estate Investment & Development business based in a bustling West End location.
They are looking for an extraordinarily talented, proactive & tech savvy Executive Assistant & Office Manager to personally support the Managing Director and the daily operations of the business. This is not just a traditional EA role but the opportunity to grow into a more senior position where you will be trusted to act as the MD's number 2 and right hand.
Salary: negotiable dependent on experience, ranging from £48,000 - £55,000.
Contract: Permanent | Full Time
Working Hours: Mon - Fri, 9am - 6pm.
To provide professional and efficient secretarial and administrative support to the Managing Director and to oversee the day-to-day running of the office.
Key Responsibilities:
Dealing with HR matters, including but not limited to:
Ideal skills and experience:
If this sounds like you and you are looking for a varied and all-encompassing EA position, supporting an influential industry icon, apply via the advert or get in touch with Anu Deb - Director at GKR International today
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