Executive & Finance Assistant

This role requires a well-organised, competent, and professional Senior Executive Assistant who has experience in financial management, who is comfortable dealing with our business stakeholders and can carry out a variety of executive administrative duties with accuracy and speed. This role is ‘new’, and so it’s what you make it … we welcome your ideas for improvement to ensure the smooth & efficient operations of the business.

Assistance is required in the following areas:

• Financial Management
  • Monitor budgets in cash flow forecasts.
  • Enter project invoices into the accounting software package Zero and in Excel spreadsheets.
  • Reconcile invoices against budgets and manage timely payment of invoices.
  • Monitor and record business expenses.
• Project Management
  • Manage ad-hoc projects to support the needs of the business, including timelines, tasks and monitoring budgets.
  • Oversee property management tasks for the property portfolio, including gaining quotes from contractors and subsequent instruction.
  • Organise & manage property maintenance/’snagging’ solutions for our property purchasers/customers and keep them informed of progress.
  • Carry out ad-hoc research assignments to meet the needs of the business.
• Customer & Investor Relations
  • Set up & maintain an efficient Customer (home buyers) Relations system.
  • Be the first point of contact for our home buyers/customers and maintain good relations.
  • Organise corporate/promotional events.
  • Prepare & issue Bonds and Certificates to Investors.
• Marketing & Public Relations
  • Update Company Website with ‘live’ projects.
  • Compilation/set up of Company LinkedIn page and subsequent management.
• Support to the Managing Director
  • Compile ‘draft’ reports, presentations, minutes, board resolutions, and email communications (when required).
  • Keep the MD updated on important information, including updates on projects, diary management plans, incoming email communications (when the MD is out of the office), etc.
  • Organise internal and external meetings and prepare/distribute necessary background material and meeting packs.
  • Take meeting notes and summarise actions.
• Office Support, Administration, and Maintenance
  • Organise and maintain the office filing system.
  • Arrange lunches and refreshments for meetings and training sessions.
  • Arrange corporate entertainment events.
  • General office management; stationery supplies, refreshment supplies, maintenance of office equipment, etc.
  • General management of telephone system.

Required qualifications, capabilities and skills

• Proficient in using MS Office packages, including Outlook, Excel, and PowerPoint.
• Knowledge of budgets, cashflows, and the financial operations of a business.
• Competent user of accounting packages (Zero), although training can be provided.
• Plans effectively, thinking ahead with the ability to anticipate and be proactive.
• Strong organisational skills with the natural ability to multi-task and prioritise.
• Excellent attention to detail, efficient and accurate.
• Strong interpersonal, written, and oral communication skills.
• Proactive in your approach to tasks, with a willingness to ‘add value’ in your role.
• Reliability & honesty.
• Ability to work in a small but busy office with a flexible approach, to meet the needs of the business.

Preferred qualifications, capabilities and skills

• Proven experience of providing executive support at Director level.
• Experience working in the property sector.

This role is office-based (Ladbroke Grove) working for 32-hours per week which can be flexible across the week, in agreement with the Managing Director.

Benefits

• Flexible working: across 4-5 days (Mon to Fri).
• Training and development opportunities.
• Work laptop and full desk set-up.
• Pension Plan.
• 17 days holiday + bank holidays.
• A great office setting, designed to be an inspiring place to work, collaborate and grow.

Applicants’ information will be kept confidential. If your application does not meet our requirements, unfortunately, we will be unable to respond to you.