This is a full time, permanent and in person position (remote work is not available). Real estate experience is required - minimum 3 years.

Office Location: Wandsworth, SW18

Overview

We are seeking a highly organised, proactive, and commercially minded Executive Assistant to support the Managing Director and Operations Director of a fast-paced estate agency specialising in premium new build developments.

This is a pivotal role that goes beyond traditional EA responsibilities, combining executive support with operational support.

Key Responsibilities

• Manage complex and ever-changing diaries, scheduling internal and external meetings.
• Screen calls, emails, and correspondence, responding or escalating as appropriate.
• Manage the Directors’ daily flow of information, ensuring they are fully briefed and prepared.
• Act as the main point of contact between the Directors and all departments.
• Prepare agendas, meeting materials, reports, and detailed minutes.
• Oversee the smooth day-to-day running of the office environment.
• Coordinate IT, systems, and facilities support, liaising with external providers where needed.
• Implement and maintain efficient administrative systems and processes.
• Handle sensitive and confidential information with discretion.
• Help to oversee day-to-day operations across Lettings, Property Management, HR, and Recruitment.
• Efficiently report on the KPIs across departments to the Managing Director and Operations Director.
• Oversee onboarding and integration of new team members.
• Act as the first point of contact for employee queries, wellbeing, and HR matters.
• Support managers with performance management, employee relations, and conflict resolution.
• Maintain accurate employee records, contracts, and compliance documentation.
• Coordinate payroll inputs, holiday tracking, and commission data.
• Manage the recruitment lifecycle: job descriptions, advertising, sourcing and screening.
• Oversee the candidate journey from first contact through to offer and onboarding.
• Ensure listings are accurate and comply with regulatory requirements.
• Oversee offer progression by carrying out checks on documentation for all new deals.

Key Skills & Experience : Proven experience as an Executive Assistant, Operations Manager, or similar senior support role.

• Proven experience as an Executive Assistant, Operations Manager, or similar senior support role.
• Background in estate agency or lettings (highly desirable).
• Excellent organisational and multitasking abilities.
• Commercial awareness with a proactive, problem-solving mindset.
• High attention to details and organisational skills.
• High level of discretion and professionalism.
• Advanced communication and stakeholder management skills.

Personal Attributes

• Highly proactive and solutions-driven
• Calm under pressure with strong decision-making ability
• Detail-oriented with a strategic mindset
• Confident communicator across all levels
• Passionate about delivering exceptional service