Executive Assistant- Property Management

Tasks 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 the individual to operate independently with strong judgement, ensuring seamless execution across responsibilities. The role is primarily focused on office administration and coordination, complemented by personal assistance / property oversight, ensuring smooth day-to-day functioning across all areas.

Key Responsibilities Mayfair Office & Administrative Support Ensure the office is fully functional, organised, and presentable at all times Coordinate IT systems (Wi-Fi, printers, conferencing), office supplies and vendor services Support courier/post management and small team events and meetings Maintain IT and asset inventory Ensure adherence to basic compliance requirements (health & safety, fire norms) HR, Administrative HR Coordination Liaise with India HR team for all local support and execution requirements Enable training coordination across teams (sales, practice areas, etc.) Facilitate cross-geography connects (UK–US–India) for learning, collaboration, and integration Onboarding Support Support on-ground onboarding for London-based hires and visiting employees Ensure workspace readiness, basic documentation and induction coordination Data & Analysis Support Prepare basic HR dashboards (headcount, attrition, key metrics) Maintain trackers for employees, vendors, office/admin costs Support data collation and basic analysis in Excel Presentation & Documentation Assist in preparing presentations (PPTs), reports and internal documentation Support creation of country-specific policy handbooks (including benefits) Maintain organised documentation and records repository Personal Assistance Basic diary and schedule coordination (as required) Travel bookings, visas, and logistics Restaurant bookings, events, and local arrangements Running errands and handling ad-hoc requests Managing expenses, invoices, and reconciliations Property & Residence Oversight Provide periodic oversight (not day-to-day supervision) of the residence to ensure upkeep and readiness. Property Oversight & Maintenance Ensure the residence is maintained to appropriate standards of presentation and functionality Conduct periodic checks across: Heating, air-conditioning, plumbing, electrical systems Fixtures, fittings, and general upkeep Identify issues and coordinate timely resolution through vendors Vendor & Facilities Coordination Liaise with building management and external vendors for: Maintenance, repairs, and servicing Coordinate quotes and ensure timely execution of required work Be available on-site where required for vendor access / supervision Budgeting & Expense Tracking Track and manage utility bills , routine maintenance costs , vendor payments and invoices Maintain basic oversight and reporting of expenses Inventory & Readiness Maintain adequate stock of household and office supplies Ensure readiness ahead of principal or guest visits Coordinate deep cleans and setup as required Reporting & Governance Maintain structured trackers for: Property-related issues Vendor activities Administrative and HR tasks Ensure timely follow-ups and closure of all open items Uphold discipline in documentation, reporting, and record-keeping Requirements Core Skills & Competencies Excellent time-management skills, with the ability to prioritise effectively across multiple responsibilities Strong organisational and coordination skills High attention to detail Ability to manage vendors, track expenses, and maintain operational discipline Strong communication skills (written and verbal) Proficiency in MS Office (Excel, PowerPoint) Comfort with basic data handling and reporting Candidate Profile Minimum 5+ years of experience in: Office administration / coordination roles 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