Administrative Assistant in City of Westminster

Responsibilities

• Assist the London‑based Investment, Fund Finance and ESG teams and the Head of London Business Support and Senior Business Assistants.
• Handle and screen telephone calls, taking detailed messages and directing queries.
• Manage and distribute incoming post twice daily, including scanning documents.
• Support the management of the London Facilities inbox and respond or escalates queries as appropriate.
• Book desk space using the Skedda online tool.
• Undertake ad‑hoc office support tasks such as printing, binding, photocopying, scanning, troubleshooting office equipment, 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) and arrange 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—flights, rail, hotels, ground transport and visas where required.
• Prepare detailed travel itineraries, check‑in travellers, and provide boarding passes and tickets as needed.
• Use the corporate travel tool in line with company policy to ensure 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—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 Concur, ensuring compliance with internal policy and timely submission and approval.
• Prepare payment authorisation forms (PAFs), collating invoices and required approvals.
• Support onboarding and off‑boarding 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 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.
• Availability: This is an office‑based role; the successful applicant must be available to work in London for 5 days per week.

Qualifications

• 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.
• Positive \’can‑do\’ attitude and a team player who is happy to help when needed.
• Ability to work independently as well as part of a team.

Company Overview

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 ecosystems to thrive. We are a dedicated real‑estate and real‑estate debt specialist managing €25.5 bn on behalf of institutional investors globally. With a global platform of 15 locations we combine a truly global perspective with local expertise to offer investors a range of compelling strategies. Responsible investment is integrated into our investment‑management process to ensure that responsible investment risks and opportunities are recognised and acted upon throughout our business and communicated to investors.

With offices in over 15 locations globally, Savills IM employees love to get together when they can, to network, learn, collaborate and most importantly have fun! Our regulated property investment business fosters a dynamic, collaborative and professional culture.

Benefits

We reward our employees for loyalty and performance, offering competitive salaries and performance bonuses. Time for what matters: our volunteering/charity days afford you the opportunity to give back to local communities, from soup kitchens to canal clean‑ups and bake sales.

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.