Executive Assistant Sale, England
Job description
Property Portfolio Building are an SME Property Development and Management Company operating full turnkey property solutions from sourcing, renovating and letting specialist property types across our company brands.
You will be joining a small team led by two award winning Property Entrepreneurs as we expand in 2023.
Key Facts about the role
Freelance Executive Assistant (Property Company) - HOME BASED but within 25 minutes of Sale for occasional meeting attendance. As a freelance post we are happy for the right candidate to have more than one client. The minimum hours expected to be available would be 20 per week. The contract type will be freelance /self employed.
Company Overview:
We are a dynamic property company specializing in the acquisition, development, and management of residential and commercial properties. We are seeking a highly organized and efficient freelance Executive Assistant to provide comprehensive support to our executive team. This role offers a flexible work arrangement, allowing you to work remotely while assisting our executives in driving our business forward.
Job Summary:
As a freelance Executive Assistant, your primary objective will be to "Do Everything" to proactively free up the Directors' time and ensure smooth operations. You will act as a gatekeeper, managing communications and providing first responses on behalf of the executive team. By taking on a wide range of responsibilities, you will enable the Directors to focus on strategic initiatives and critical decision-making.
Requirements:
1. Proven Experience: Previous experience as an Executive Assistant, preferably in the property or real estate industry.
2. Stakeholder Management: Proven experience of organising Company Directors
3. Excellent Organization: Exceptional organizational skills with the ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
4. Discretion and Confidentiality: Demonstrated ability to handle confidential information with the utmost discretion and professionalism.
5. Proactive Approach: Self-motivated and proactive mindset, able to anticipate the needs of Company Directors, identify areas for improvement, and take initiative to address them.
6. Tech-savvy: Proficient in using productivity tools such as MS Office (Word, Excel, PowerPoint), email clients, calendar management software, and virtual meeting platforms.
Responsibilities:
1. "Do Everything": Take ownership of various administrative tasks, ensuring they are completed efficiently and accurately. This may include managing calendars, organizing travel arrangements, preparing documents, conducting research, and coordinating projects.
2. Gatekeep: Manage incoming communications, including emails, phone calls, and mail, and prioritize them based on urgency and importance. Filter and redirect inquiries as necessary, demonstrating excellent judgment and professionalism.
3. First Response: Act as the first point of contact for internal and external stakeholders, responding to inquiries, requests, and issues promptly and effectively on behalf of the executive team. Provide initial information, gather additional details, and direct matters to the appropriate individuals or departments.
4. Calendar Management: Proactively manage the Directors' calendars, scheduling and prioritizing meetings, appointments, and events. Coordinate with internal and external parties to ensure smooth logistics and optimal use of their time.
5. Communication Management: Monitor and respond to emails, phone calls, and other forms of communication on behalf of the executives. Draft and proofread correspondence, ensuring accuracy, clarity, and a professional tone.
6. Document Preparation: Assist with the creation, formatting, and proofreading of various documents, presentations, reports, and correspondence. Ensure all materials are accurate, well-organized, and aligned with the company's branding guidelines.
7. Research and Analysis: Conduct research and compile information on specific topics as requested by the executives. Prepare comprehensive reports, summaries, and presentations, providing insights to support decision-making processes.
8. Project Support: Assist in managing projects, tracking progress, and ensuring deadlines are met. Coordinate with team members, stakeholders, and external partners to facilitate collaboration and drive project outcomes.
9. Liaison Duties: Act as a liaison between the executives and employees, clients, and external stakeholders. Handle inquiries, requests, and issues with professionalism and discretion, effectively representing the company's interests.
10. Ad hoc Administrative Tasks: Provide support to the executive team with ad hoc administrative tasks as required. Display flexibility and adaptability to handle unforeseen challenges and changing priorities.
11. Supplier Management: Take responsibility for arranging and managing third-party suppliers for property-related services. This includes sourcing and coordinating with vendors such as contractors, utility providers, professional services providers, legal partners.
12. Vendor Selection and Negotiation: Research and identify suitable vendors based on project requirements, quality standards, and cost-effectiveness. Initiate negotiations and obtain competitive quotes or proposals from vendors, ensuring value for money and adherence to budgetary guidelines.
Job Type: Freelance
Salary: £15.00-£20.00 per hour
Benefits:
- Flexitime
Schedule:
- Flexitime
Application question(s):
- Are you within a 30 minute commute of Sale
- Do you have direct experience as an Executive Assistant supporting company Directors?
Experience:
- Executive Assistant: 1 year (required)
Work authorisation:
- United Kingdom (required)
Work Location: Hybrid remote in Sale
