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. #J-18808-Ljbffr