Executive Assistant

• Executive Assistant & Office Manager
• Company
• Cairn Group / Madison Cairn
• Location
• London Office, 1-3 Portland Place, Marylebone, London W1B 1PN
• Reporting To
• Chief Executive Officer (CEO) and Managing Director (MD)
• Job Type
• Full-time, Permanent
• Salary
• Competitive, dependent on experience
• Company Overview

Cairn Group is an integrated hotel investor, developer and operator with a portfolio spanning the UK leisure sector and a track record of more than 50 years within the industry.

Madison Cairn is the Group's real estate investment, asset management and development platform, established in partnership with institutional capital partners to acquire, reposition and manage hotels and other operational real estate assets across the UK.

This role sits at the centre of the London Head Office, providing critical support to senior leadership and ensuring the smooth operation of the business.

Role Purpose

The Executive Assistant & Office Manager is a highly visible and trusted position responsible for delivering first-class executive support to the CEO and Managing Director, whilst overseeing the day-to-day operations of the London office.

Combining exceptional organisational capability with sound judgement and discretion, the role requires an individual who can confidently manage competing priorities, build strong relationships with internal and external stakeholders, and anticipate the needs of senior leaders in a fast-paced investment and hospitality environment.

The successful candidate will be proactive, resourceful and professional, taking ownership of executive administration, transaction support and office management activities to ensure the business operates efficiently and effectively.

Key Responsibilities

• Executive Support
• Provide comprehensive and proactive support to the CEO and Managing Director.
• Manage highly complex and frequently changing diaries, ensuring effective prioritisation of meetings, commitments and business activities.
• Coordinate internal and external meetings, preparing agendas, briefing papers and supporting documentation where required.
• Act as a key point of contact on behalf of the CEO and MD, managing correspondence, screening enquiries and ensuring timely responses.
• Prepare, format and proofread presentations, board papers, reports, investment materials and business correspondence to a consistently high standard.
• Coordinate Board, Investor and Investment Committee meetings, including scheduling, logistics, document preparation and minute-taking where required.
• Arrange domestic and international travel, accommodation and itineraries, ensuring seamless execution and efficient use of time.
• Manage expenses and associated administrative requirements in an accurate and timely manner.
• Handle highly confidential business, investor and personnel information with absolute discretion and professionalism.
• Build and maintain effective relationships with investors, joint venture partners, hotel operators, advisers and other key stakeholders.
• Track actions arising from meetings and support the CEO and MD in delivering key business priorities and projects.
• Undertake research, analysis and ad hoc assignments as required
• Transaction & Investment Support
• Support the coordination of acquisition, disposal, refinancing and investment transactions across Cairn Group and Madison Cairn.
• Assist in the preparation, collation and distribution of Due Diligence Questionnaire (DDQ) responses for investors, lenders, partners and external advisers.
• Manage and maintain electronic data rooms, ensuring accurate document control, version management and timely uploading of transaction-related documentation.
• Coordinate information requests from prospective purchasers, investors, lenders, solicitors, consultants and other transaction stakeholders.
• Liaise with internal departments and external advisers to gather information and respond to due diligence enquiries efficiently and accurately.
• Monitor transaction workstreams, maintaining action trackers and ensuring key deadlines and deliverables are met.
• Support the preparation of investment committee papers, transaction summaries, presentations and supporting materials for senior leadership review.
• Maintain organised records of corporate, property and investment-related documentation to support governance requirements and future transaction activity.
• Assist with contract execution processes, document circulation and stakeholder communications throughout transaction lifecycles.
• Ensure confidentiality and appropriate handling of commercially sensitive information relating to acquisitions, disposals, financings and investment activity.
• Office Management
• Take ownership of the day-to-day management and presentation of the London office, ensuring a professional, welcoming and efficient working environment.
• Manage relationships with landlords, building management and external service providers, including IT, maintenance, cleaning, catering and office suppliers.
• Monitor office expenditure, supplier contracts and invoice processing in collaboration with the Finance team.
• Coordinate office moves, workspace planning and facilities improvements where required.
• Organise company events, leadership meetings, client hospitality and team engagement activities.
• Oversee office Health & Safety requirements, ensuring compliance with company policies and statutory obligations.
• Coordinate onboarding arrangements for new employees, including equipment, office access, workstations and induction logistics.
• Manage office supplies, equipment and facilities to ensure uninterrupted business operations.
• Support HR administration processes and assist with the implementation of office policies and procedures.
• Identify opportunities to improve office efficiency, processes and the overall employee experience.

Skills, Experience & Attributes

Essential

• Significant experience in an Executive Assistant role supporting C-suite executives or senior leadership teams.
• Previous Office Management experience within a professional services, real estate, hospitality, investment or similarly fast-paced environment.
• Exceptional organisational and planning skills, with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills, with the confidence to engage professionally with senior stakeholders.
• Strong attention to detail and a commitment to producing work of the highest standard.
• Demonstrable ability to handle confidential information with discretion and sound judgement.
• Advanced Microsoft Office skills, particularly Outlook, Word, Power Point and Excel.
• Strong problem-solving capability with a proactive and solutions-focused approach.
• Ability to work independently whilst remaining collaborative, adaptable and commercially aware.

Desirable

• Experience supporting real estate investment, development, asset management or corporate transaction activity.
• Experience managing virtual data rooms and coordinating due diligence processes.
• Familiarity with DDQs, investment committee governance and transaction documentation.
• Comfortable liaising with investors, lenders, legal counsel, consultants and other professional advisers.
• Understanding of hotel, operational real estate or property investment sectors.
• Personal Attributes
• Professional, polished and credible in approach.
• Calm and resilient under pressure.
• Highly dependable and trustworthy.
• Positive, adaptable and hands-on.
• Strong interpersonal skills with the ability to build relationships at all levels.
• Anticipates needs, exercises sound judgement and takes initiative without requiring close supervision.
• Comfortable operating within a fast-paced entrepreneurial environment.

What We Offer

• The opportunity to work closely with senior leadership within a dynamic and entrepreneurial real estate and hospitality investment business.
• Exposure to a broad range of strategic projects, transactions, stakeholders and business activities.
• A collaborative and high-performing working environment in a prime Central London location.
• Competitive salary and benefits package.
• The opportunity to play a key role in supporting the continued growth and success of Cairn Group and Madison Cairn.