Executive Support

This is a role is for a highly motivated, results driven Executive Support individual, supporting team members within the London Tenant Representation (LTR) and Flexible Office Solutions (FOS) departments. You will be responsible for providing an effective and efficient support service and assist the wider business support team in ensuring the smooth running of a busy department.

Responsibilities:

Stakeholder Support

• 1:1 Executive support to Team Heads maintaining their schedule through extensive and proactive diary and email management; organisation of internal / external meetings and viewings and conference calls, including preparing any required papers beforehand.
• Board Meetings and team Strategy Away Days; coordination of all relevant meetings including preparation of Board packs.
• Presentations; coordinate and manage internal and external (client) presentations with our in-house creative and business development teams (where possible draft in the first instance), external printers, plus the post room to ensure a smooth process.
• Document preparation; audio/copy typing letters, memos, minutes, schedules, mailshots and extensive reports. Accurate formatting, printing and binding of client reports.
• Corporate travel arrangements; UK and overseas, plus preparing detailed itineraries and travel packs where necessary

Business Support

• Acting as an Ambassador for the London Tenant Representation (LTR) and Flexible Office Solutions (FOS) teams.
• Maintain collaborative relationships with clients, managers and employees.
• Business Planning coordination (bi-annually); working with the Operations Manager on the spring and autumn business planning process and helping to coordinate for their team(s).
• Team Financial coordination; where appropriate;

• WIP sheet reconciliation / billed and unbilled debtor coordination
• Concise and regular coordination of client invoices, ensuring quarterly deadlines are met.
• Monthly travel sign off, signing off costs, database subscriptions, supplier invoice processing
• Expense claim coordination for the Partners
• Referral coordination

Team Support

• Team meetings; attend team WIP meetings, minute taking and ensuring actions are followed up
• Training; helping to ensure all their team(s) mandatory training is up to date and helping to proactively promote training opportunities to support personal development.
• Compose and/or prepare correspondence; audio/copy typing, letters, memos, design documents, newsletters
• Answer organisational mail, email, correspondence and requests for information
• Maintain teams schedule through extensive and proactive diary coordination, organisation of internal / external meetings booking meeting rooms and conference calls, including preparing any required papers beforehand
• Where applicable, screen and prioritise or respond to team’s Out of Office emails
• Corporate travel arrangements; organising team meetings and conferences, strategy away days, etc. Producing relevant ‘packs’ for all attendees
• Board/management meetings; minute and disseminate actions
• IT liaison to help troubleshoot system errors for team
• Work collaboratively, providing assistance to other business support members, as and when required, adding value to the overall efficiency of the London Tenant Representation (LTR) and Flexible Office Solutions (FOS) departments.
• Working with the London Tenant Representation and wider London Offices business support network to ensure best practices are shared, communication is continued and helping other teams when there are pressure points
• New Starter Induction; working with the Operations Coordinator / Operations Manager to coordinate the process of new starters (induction) / leavers for your team
• Onboarding; working with the Operations Coordinator / Operations Manager to help coordinate onboarding of all new starters in your team
• Appraisal co-ordination for their team and six monthly 1:1’s.
• CPD records; recording the teams RICS CPD hours.

Processes & Efficiency Support

• Supporting the London Tenant Representation (LTR) and Flexible Office Solutions (FOS) departments with the process procedures to ensure a streamlined service for the team.
• hub Coordination; adding inspections on HUB, plus adding new instructions when needed. Working with the London Tenant Representation (LTR) and Flexible Office Solutions (FOS) departments to ensure client records for all teams are maintained and ‘cleaned’ regularly and creating mailshot and marketing lists.
• Best Practice expert; in / RISK / Audit and Compliance management, to be the font of all knowledge, and working with the Operations Manager, ensuring the team(s) are adhering to the guidelines and all property files are correctly registered and are complete for audit purposes.
• Information Security Champion; to be an expert on the information security policy and procedures and a main point of contact for your team in terms of reporting and escalating issues and/or incidents therefore monitoring best practice.
• Update and maintain correct contact information on KF platforms for the team
• Maintain team’s storage/retrieval systems

Programme & Project Support

• MCC (Marketing Communications Coordinator) programme. Marketing Coordinator for team. Ensuring you are up to date on all tools / brand guidelines / and liaising with marketing regarding all collateral needs for the team, i.e. producing event invites, capability statements, track records, research documents and all other relevant marketing materials. Social Media management i.e. LinkedIn, Yammer etc.
• Corporate CRM Programme / Business Development support; for the team. Creation of pitches with in- house creative and business development teams, liaison with internal or external printers to ensure a smooth process. Working closely with BD to coordinate team pitches.
• As appropriate, in your role as a Client Relationship Support (CRS) you will assist the Client Relationship Partner (CRP), Assistant CRP, Client Relationship Executive (CRE) and Graduate Assistant with a set of core tasks related to the firms most important clients.
• Event support; event organisation and attendance for specific team / department / firm wide events; Including project managing some of the events from the initial brainstorm to briefing marketing, researching venues, creating invites, helping create supporting collateral, managing the RSVP lists, welcoming the clients at the event, etc.
• KFX; contribution/idea generation

Experience Required:

• 3+ year experience in a similar operations or administrative role
• Proficient using Microsoft Office