REQUIREMENTS:

• Bachelor’s degree or equivalent education.
• Proven experience as a Personal Assistant/Executive Assistant and Office management.
• Desirable: Previous experience in property management or real estate.
• Exceptional diary management skills.
• Outstanding interpersonal and communication skills.
• Strong organisational and planning abilities.
• Excellent attention to detail and accuracy.
• Proactive and capable of prioritising tasks effectively.
• Ability to work independently and take initiative.
• Absolute discretion in handling sensitive information and maintaining confidentiality.
• Proficient in Microsoft Office software, including Word, Excel, and PowerPoint.

KEY RESPONSIBILITIES:

This role combines the responsibilities of an Executive Assistant and Office Manager, requiring a proactive and organised individual capable of managing both executive-level administrative tasks and the smooth running of the office. You will act as the right-hand support to the Directors, ensuring their day-to-day operations run seamlessly, while also overseeing office functions to create a well-organised and professional working environment. Balancing these dual responsibilities, you will be a key point of contact for staff, clients, and stakeholders, ensuring that all activities align with company objectives.

EXECUTIVE ASSISTANT RESPONSIBILITIES:

• Efficiently manage an electronic diary, prioritising and adjusting appointments as necessary.
• Handle correspondence, including sorting incoming mail and delegating tasks to the appropriate staff.
• Organise meetings, ensuring the Director is fully prepared by preparing agendas and meeting materials.
• Provide administrative support to executives, including managing calendars, scheduling meetings, and arranging travel.
• Screen calls, enquiries, and requests, handling them when appropriate.
• Respond promptly to emails and requests.
• Deal with correspondence, complaints, and queries professionally.
• Maintain and update the Director’s contact lists and database.
• Prepare and edit documents, reports, and presentations.
• Conduct research and compile information as required.
• Handle confidential information with the utmost discretion.
• Perform other duties as reasonably requested by the Directors and senior management.

OFFICE MANAGER RESPONSIBILITIES:

• Assist with office management tasks such as ordering supplies, coordinating maintenance requests, and managing office equipment.
• Answer phone calls professionally, directing them as appropriate.
• Coordinate meeting room requirements, including IT support, catering, and beverages.
• Organise meetings and manage office calendars and databases.
• Assist in planning and coordinating company events and conferences.
• Process invoices and oversee office budgets.
• Ensure company records are accurate and up-to-date.
• Maintain a safe, tidy, and professional office environment.
• Promote and manage the cleanliness of meeting rooms, recreational spaces, and the office in general.
• Perform other duties as reasonably requested.