Administrative Assistant in City of Westminster

About the Company

Our purpose is to build prosperity by investing in resilient real assets. Our vision is to be a trusted investment manager, respected for our expertise in restorative real estate investment enabling people, communities and eco-systems to thrive. We are a dedicated real estate and real‑estate debt specialist managing €25.5bn on behalf of institutional investors globally. Our global platform of 15 locations enables us to combine a truly global perspective with local expertise to offer investors a range of compelling strategies. The firm has over 30 years of experience delivering real estate strategies for investors, with over 380 staff dedicated to positive client outcomes. Our strategies span the office, logistics & industrial, retail, living and debt sectors, and have been designed with the flexibility to meet the needs of a wide range of investors. Responsible investment is integrated into our investment‑management process to ensure that responsible investment risks and opportunities are not siloed, but recognised and acted upon throughout our business, as well as communicated to investors.

Savills Investment Management: Resilience. Responsibility. Results.

Job Purpose

Alongside another Administrative Assistant, provide comprehensive administrative support to the London based Investment, Fund Finance, ESG teams and the Head of London Business Support and the Senior Business Assistants, ensuring the smooth day‑to‑day running of the office and effective coordination of meetings, travel, documentation and systems.

Role Responsibilities

• Handle and screen telephone calls, taking detailed and accurate messages and directing queries to the appropriate team members.
• Manage and distribute incoming post twice daily (before 10am and in the afternoon), including scanning documents where required.
• Support the management of the London Facilities inbox and respond or elevate queries appropriately.
• Book desk space using the Skedda online tool.
• Undertake ad‑hoc office support tasks including printing, binding, photocopying, scanning, troubleshooting office equipment (photocopiers), memberships and magazine subscriptions.
• Coordinate local and international meetings and conference calls (MS Teams / Zoom), liaising with internal and external stakeholders.
• Ensure meeting rooms are booked accurately using Outlook (Condeco/Eptura), including arranging refreshments.
• Provide meeting room IT set‑up support.
• Support the organisation of team events, meetings and workshops.
• Book domestic and international couriers.
• Arrange UK and international travel for directors, including flights, rail, hotels, ground transport and visas where required.
• Prepare detailed travel itineraries, check in travellers (directors) and provide boarding passes and tickets as needed.
• Use the corporate travel tool in line with company policy, ensuring cost‑effective bookings.
• Provide wider team travel support for complex or long‑haul itineraries.
• Upload documents for electronic signature using DocuSign.
• Create, amend, format and combine documents using Microsoft Office and Adobe Pro, including letters, reports, meeting notes, minutes, investor documents and client reporting.
• Carry out document translation using available tools.
• Maintain filing and archiving systems.
• Input and maintain business card information in Outlook.
• Compose and circulate own correspondence.
• Prepare and reconcile directors’ expenses using the Concur system, ensuring compliance with internal policy and timely submission and approval.
• Prepare payment authorisation forms (PAFs), collating invoices and required approvals.
• Support onboarding and offboarding processes for new joiners and leavers.
• Log UK property introductions promptly on the Savills IM Deal Tracker system.
• Provide holiday cover for weekly LargeCap and MidCap meetings, including attendance, note‑taking and updating the Deal Tracker.
• Provide comprehensive holiday cover for the other Administrative Assistant.
• Utilise available AI tools to enhance efficiency and delivery of day‑to‑day tasks.
• Undertake any additional duties as reasonably required to support the team and business.

Job Requirements

• Fluent English language speaker.
• Excellent written and verbal communication skills.
• Knowledge of Microsoft Office applications (Word, PowerPoint, Excel, Outlook) and collaboration tools (Teams, SharePoint). Knowledge of Apple devices an advantage.
• Demonstrable typing skills (QWERTY keyboard).
• Good time management, planning and organisational skills.
• Ability to multi‑task, flexible and adaptable to changing priorities.
• Good interpersonal skills.
• Diligent, professional and conscientious always.
• Discreet and trustworthy when handling sensitive information.
• Have a positive ‘can‑do’ attitude and be a team player who is happy to help when needed.
• Ability to work independently as well as part of a team.
• This position is an office‑based role, the successful applicant must be available to work in London for 5 days per week.
• Contribute to a dynamic, collaborative and professional culture for a regulated property investment business.

We are a committed equal opportunities employer and welcome applications from all individuals, regardless of age, disability, gender, sexual orientation, race and religion. We are focused on fostering a culture and environment that allows for inclusion and diversity throughout our business. Savills IM offers several employee led forums which provide support and guidance around Diversity & Inclusion, as well as ensuring our principles are built into all of our processes, practices and expectations.