Executive Secretary

Overview

We are looking for an experienced, highly organised and proactive Executive Secretaryto provide trusted support to the owner and play a key role in the smooth running of our established property business.

This is a varied and senior administrative role covering executive support, office operations, HR, compliance, property administration, marketing and social media. You will be someone who enjoys taking responsibility, solving problems and making sure things get done.

Working closely with the Managing Director and management team, you will be a key point of contact for staff, suppliers and clients. The role requires discretion, initiative, excellent attention to detail and the ability to manage multiple priorities confidently.

Key responsibilities

Executive Support

• Managing the owner’s inbox and correspondence.
• Preparing emails and correspondence as required.
• Maintaining financial records relating to rental properties for the company's accountants.
• Supporting charitable activities, including maintaining records and minutes.
• Arranging flights, trains, travel and accommodation.

Office & Company Operations

• Acting as a first point of contact for staff and helping resolve day-to-day issues.
• Managing company suppliers, obtaining quotations and assisting with contracts and renewals.
• Supporting the offices with telephone enquiries when required.
• Maintaining company compliance documentation and assisting with complaints in accordance with company procedures.

Property Administration

• Managing office enquiries and correspondence.
• Preparing agency agreements and coordinating property paperwork.
• Arranging photography, EPCs, floorplans and sales boards.
• Preparing property brochures and window cards for new instructions, price changes and properties returning to the market.
• Liaising with vendors for approval and coordinating property launches.
• Maintaining property records and documentation on RPS.
• Producing final and withdrawal invoices.

HR & Recruitment

• Coordinating onboarding and preparing employment documentation.
• Maintaining personnel files, holiday records and absence information.
• Assisting with HR and personnel matters, liaising with external HR and legal advisers when required.
• Managing recruitment advertising, applications, recruitment agencies and interview arrangements.

Marketing & Social Media

• Producing marketing materials including flyers, case studies and testimonials.
• Coordinating property publicity and media activity.
• Creating and scheduling engaging content across Facebook and Instagram.
• Promoting company news, success stories, testimonials, seasonal campaigns and community activity.
• Keeping social media profiles up to date.

Website & General Administration

• Updating website news, blogs, testimonials and property content.
• Maintaining careers and other website pages.
• Ordering office stationery, corporate literature and marketing materials.
• Keeping office displays and company information up to date.

About you

The successful candidate will be:

• Highly organised with excellent attention to detail.
• Professional, confident and personable.
• Discreet and comfortable handling confidential information.
• Proactive, practical and able to use initiative.
• A confident problem-solver who enjoys taking ownership.
• Comfortable managing multiple priorities in a busy environment.
• An excellent written and verbal communicator.
• Confident using Microsoft Office and online business systems.
• Experienced in executive support, senior administration, office management or a similar role.

Experience within property, professional services, HR, compliance or marketing would be advantageous, although we are more interested in finding someone with the right skills, attitude and ability to learn.

Why join us?

This is an opportunity to become a key member of an established and successful business, working closely with senior management and having genuine responsibility across a wide range of areas.

If you are the kind of person who gets things done, spots what needs doing and can be relied upon to keep everything running smoothly, we'd love to hear from you.

To apply: Please send your CV together with a brief covering letter explaining why you would be suited to the role.

Pay: £28,000.00-£29,000.00 per year

Benefits:

• Company pension

Work Location: In person