Executive Assistant | Private Office | Mat Cover (FTC)

Job description

Who are we Founded in 1896, Knight Frank was registered as Knight Frank LLP a Limited Liability Partnership, on 3 November 2003, registered in England & Wales at 55 Baker Street, London, W1U 8AN with the registered number of OC305934. Headquartered in London, UK, Knight Frank is one of the world's leading independent real estate consultancies. We work responsibly in partnership to enhance people's lives and environments in over 50 Markets, 600+ Offices, 20,000+ People, 1 Global Network. At the heart of all we do are our Clients. A relationship built on trust is vital. As trusted partners in property, we act with integrity and care, understanding our clients’ unique needs and consistently thinking about the bigger picture to provide personalised, clear and considered advice across all areas of property. Through our deep understanding of key markets and sectors – both emerging and established – we are dedicated to meeting and exceeding their property goals. A true partnership is a balanced one, and our People are passionate about, and committed to, making our business inclusive and diverse. We give every individual the space and opportunity to perform at their best and be recognised for the immense value they bring. We empower everyone to have autonomy in their role and encourage them to use their voice in how we can make a positive impact as a firm and shape the future of real estate, the built environment and the impact on the communities we serve. Our collaborative and engaged teams provide excellent and dedicated client service. In our workplace, opinions are respected, everyone is invited to contribute to the success of our business and innovation, and new ideas are celebrated. In 2021 we celebrated our 125th anniversary and set out Our Desired Future, cemented in three pillars: People Potential, Client Centricity and always Creating our Future, together. Learn more about what sets us apart here . About The Role Knight Frank's Private Office team is looking for an exceptional Executive Assistant to provide first-class executive, administrative, marketing and operational support on a 1-year fixed term maternity cover contract. This is a fast-paced, varied and high-profile role within one of Knight Frank's most prestigious residential teams, working closely with senior stakeholders, ultra-high-net-worth clients, international clients and colleagues across the wider business. You will play a pivotal role in keeping the team organised , efficient and focused, acting as a trusted point of contact and ensuring priorities, communications, meetings, travel, marketing activity and business processes are handled to an excellent standard. The role would suit an experienced EA, PA or Team Assistant who is proactive, highly organised and comfortable taking ownership in a dynamic, client-focused environment. What you will be responsible for Executive and administrative support • Provide dedicated support to senior members of Private office team, including diary, inbox and communication management. • Support Workday administration where delegated, including annual leave approvals and end of year appraisal or goal setting coordination. • Manage complex diaries, schedules and meetings across multiple time zones, ensuring priorities are proactively coordinated. • Coordinate internal and external meetings, including agendas, follow-up actions, Condeco room bookings, virtual set-up and restaurant reservations where required. • Prepare professional presentations, pitch packs, biographies, proposals, board materials and wider business documentation. • Maintain organised digital filing systems, shared drive records and SharePoint documentation. • Provide first-line IT troubleshooting and support with ad hoc operational matters, including company car coordination where required. Travel, logistics and client coordination • Arrange domestic and international travel • Coordinate property tours, client viewings and related logistics with local offices, clients and colleagues. • Ensure meeting, travel and tour details are communicated clearly and accurately to all relevant parties. Client, property and compliance support • Maintain client and property information on Hub • Maintain individual Outlook address book records, client data accuracy and referral tracking where required. • Register new instructions and support the invoice process for transactional sales and marketing activity. • Assist with client due diligence, CDD and KYC processes, ensuring compliance records are accurate and up to date. • Support client and applicant enquiries, property options, Market Appraisals and sales or pitch activity where required. Marketing, brand and business development • Assist with the preparation of high-quality pitch materials for exclusive listings and confidential off-market opportunities. • Produce and coordinate property brochures, Financial Times advertisements, presentations and marketing collateral using systems such as Frontify or Canva. • Support social media activities • Support the distribution of digital newsletters, coordinating content, approvals and engagement reporting. • Update team biographies, profiles and website content, and work closely with Marketing and PR teams on media opportunities, property features and promotional activity. • Prepare and distribute regular market communications Projects, events and business operations • Support the planning and delivery of team events, client functions, charity or volunteer days and business development activity. • Coordinate meetings, prepare supporting materials and assist with ad hoc projects and strategic initiatives. • Manage corporate materials such as business card designs, stationery, stock levels, re-orders and locker auditing where required. • Maintain operational trackers including the 106 tracker, negotiator totals and monthly expense comparisons. • Maintain trackers, reporting records and business analytics including campaign effectiveness, newsletter performance, social media engagement and monthly finance records. Expenses and financial administration • Process and submit expenses in line with company policy. • Support ad hoc expense processing for wider team members where required. • Process, send and track supplier invoices and approvals, ensuring timely completion and accurate records. What experience you will nee d • Previous experience as an Executive Assistant, Personal Assistant or Team Assistant within a professional services, property, private office or client-focused environment. • Excellent diary management, inbox management, meeting coordination and international travel planning experience. • Strong written and verbal communication skills, with confidence liaising with senior stakeholders, colleagues and external clients. • A professional, discreet and trusted approach to confidential information and high-profile client matters. • Excellent attention to detail and the ability to manage multiple priorities independently in a fast-paced environment. • Strong Microsoft Office skills, particularly Outlook, PowerPoint, Word and Excel. • Experience using CRM systems, document management tools or the ability to learn new systems quickly. • A creative eye for presentation, brand quality and marketing collateral would be beneficial. Competitive salary Please note: this is a Direct Search led by Knight Frank. Applications from recruitment agencies will not be accepted nor will fees be paid for unsolicited CVs, even if provided by PSL agencies.