Executive Assistant- Property Management

Executive Assistant- Property Management

Location: Mayfair Office and Regents Park Residence, London

Working Days: Monday – Friday

Working Hours: 9:00 am – 6:00 pm (with flexibility / on-call support as required)

Compensation: £55,000 – £70,000 (gross per annum)

Start Date: ASAP

Role Context

We are seeking a mature, highly reliable, and discreet individual to support the smooth functioning of the Mayfair office and a London-based residence. This is a high-trust, ownership-driven role, requiring independence and strong judgement to ensure seamless execution across responsibilities. The role is primarily focused on office administration, personal assistance, and property oversight.

Key Responsibilities

• Maintain and present the office in a functional, organized state.
• Coordinate IT systems (Wi‑Fi, printers, conferencing), office supplies and vendor services.
• Support courier/post management, small team events and meetings.
• Maintain IT and asset inventory.
• Ensure compliance with health & safety and fire norms.
• Coordinate with India HR team for local HR support and execution requirements.
• Facilitate training coordination across sales and practice area teams.
• Enable cross‑geography collaboration (UK–US–India).
• Support on‑ground onboarding for London‑based hires and visiting employees.
• Prepare basic HR dashboards and maintain trackers for employees, vendors, and office/admin costs.
• Support data collation and basic analysis in Excel.
• Assist in preparing presentations, reports and internal documentation.
• Support creation of country‑specific policy handbooks including benefits.
• Maintain organised documentation and records repository.
• Basic diary and schedule coordination, travel bookings, visas and logistics.
• Restaurant bookings, events, local arrangements and errands.
• Manage expenses, invoices and reconciliations.
• Provide periodic oversight of the residence to ensure upkeep and readiness.
• Conduct periodic checks of heating, air‑conditioning, plumbing, electrical systems, fixtures and fittings.
• Identify issues and coordinate timely resolution through vendors.
• Liaise with building management and external vendors for maintenance, repairs and servicing.
• Coordinate quotes and ensure timely execution of required work.
• Track and manage utility bills, routine maintenance costs, vendor payments and invoices.
• Maintain adequate stock of household and office supplies.
• Coordinate deep cleans and set‑up as required.
• Maintain structured trackers for property‑related issues, vendor activities and administrative/HR tasks.
• Ensure timely follow‑ups and closure of all open items and uphold discipline in documentation and reporting.

Requirements

• Excellent time‑management and prioritisation skills across multiple responsibilities.
• Strong organisational, coordination and attention‑to‑detail skills.
• Ability to manage vendors, track expenses, and maintain operational discipline.
• Strong written and verbal communication skills.
• Proficiency in MS Office (Excel, PowerPoint).
• Comfort with basic data handling and reporting.
• Minimum 5+ years experience in office administration / coordination roles.
• Experience in PA/EA roles supporting senior stakeholders.
• Exposure to high‑trust, confidential environments (HNIs / family offices preferred).
• Demonstrated ability to manage vendors and operations independently.
• Strong organisational and multitasking skills.
• Demonstrated stability and longevity in prior roles.

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