Executive assistant

Our client is seeking an experienced and highly organised Executive Assistant to support the Director with a variety of administrative and office management tasks, as well as property management duties for our lettings and property management business. The role requires multitasking, effective communication, and attention to detail to manage both executive and property-related functions efficiently.

Key Responsibilities:

• Handle all incoming calls, log calls, transfer calls to the appropriate team member, and take messages when required.
• Ensure all voicemail boxes are checked, and messages are forwarded to the appropriate recipient.
• Schedule and manage the Director's calendar, including arranging appointments and meetings, ensuring all engagements are well organised and timely.
• Book client appointments and send confirmation letters and packs, ensuring all details are accurate and timely.
• Ensure all client files are ready for meetings, creating new client files with dividers and template documents where necessary.
• Produce client letters from audio dictation, scan all received and sent documents to the CRM, and ensure proper record-keeping.
• Manage recurring board and team meetings, including preparing papers and sending invites.
• Collect, open, log, and distribute incoming mail using Excel; ensure any required actions are followed up, and process outgoing mail via the franking machine or online postage.
• Greet clients in a professional and welcoming manner.
• Log, track, and assist in resolving client complaints with the support of the adviser or Director.
• Manage and maintain the database of suppliers and contractors.
• Organise maintenance for office equipment and building-related issues when necessary.
• Manage filing, archiving, and any ad hoc office duties as required.
• Oversee property administration, including receiving and logging payments.
• Handle client property-related administration tasks, ensuring all relevant paperwork is accurate.
• Arrange for tradesmen to provide quotations for property repairs and maintenance as needed.
• Coordinate and arrange property advertisements.
• Manage tenant interactions, including organising check-in and check-out procedures, and ensuring smooth communication.
• Liaise with other letting agencies to coordinate and manage property services.
• Prepare and issue tenancy agreements, ensuring compliance with legal requirements.
• Set up and maintain tenant files, ensuring they are organised and up-to-date.
• Apply for references and guarantor checks, ensuring proper screening of tenants.
• Assist with court proceedings, preparing court files, and supporting the legal process as required.

Key Skills & Qualifications:

• Previous experience in an Executive Assistant or similar administrative role, preferably in a property management or construction-related environment.
• Audio typing experience.
• Strong organisational, time management, and multitasking abilities, with a keen attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to manage confidential information and handle sensitive client matters professionally.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and CRM software.
• Familiarity with property management software and real estate processes is a plus.
• Ability to work independently and as part of a team.
• Knowledge of property management and letting regulations, including tenancy agreements and court proceedings.

Personal Attributes:

• Reliable, punctual, and professional.
• Ability to work in a fast-paced environment and handle multiple priorities.
• Strong attention to detail and accuracy in all tasks.
• Customer-focused with a positive, can-do attitude.

If you believe you have the relevant skills and experience, please submit your CV and a cover letter detailing your qualifications. We look forward to hearing from you!