Assistant To The Managing Director
vor 4 Wochen
We are seeking a diligent and organised Administrative Assistant to provide essential support to the Managing Director (MD) of a dynamic firm involved in mortgage funds, property management and other entrepreneurial ventures.
This role is critical in ensuring the smooth operation of the MD's schedule, communication flow and various projects.
The ideal candidate will thrive in a fast-paced environment, handle confidential information with discretion and possess exceptional attention to detail.
Key Responsibilities: 1.
Administrative and Office Support:Serve as the primary point of contact for the MD, facilitating communication with clients, investors, staff and external stakeholders.Actively manage an ongoing Work-In-Progress (WIP) list to support the MD's priorities and tasks, ensuring effective follow-through.Oversee the MD's calendar, including scheduling meetings, appointments and travel arrangements.Monitor and prioritise emails sent to the MD, performing background research, determining next steps and drafting responses as needed.Prepare agendas and minutes for meetings, following up on required actions.Handle document preparation, reports, presentations, email correspondence and phone calls.Organise office materials, maintain accurate records and electronic filing systems and provide necessary documents for MD's meetings.Assist with expense reports, invoice processing and document filing.2.
Communication and Stakeholder Management:Act as a liaison with clients, contractors, investors and vendors on behalf of the MD.Draft, proofread, and format correspondence, presentations and other key communications.Coordinate internal and external meetings, handling logistics and materials.Engage with stakeholders at a high level and foster strong relationships with key contacts.3.
Project and Property Support:Assist with projects related to property developments and mortgage fund management, ensuring deadlines and deliverables are met.Track project progress and update the MD on developments.Manage property-related documents, including purchase agreements, contracts and loan paperwork.Maintain organised records of the mortgage fund and property portfolio.4.
Travel and Event Coordination:Arrange travel and accommodation for both business and personal trips.Plan and execute company events, investor meetings and corporate functions, handling all logistics.5.
Personal Assistance:Assist the MD with personal appointments, events, and ad-hoc tasks.Organise private events and coordinate home services when needed.6.
Financial and Administrative Tasks:Support financial approvals, ensuring the MD has the necessary background information.Prepare expense claims, reconcile credit card statements, and assist with other financial administration tasks.7.
Project-Based Support:Provide project-based assistance, conducting research and drafting recommendations.Draft internal and external communication, proposals, reports, and templates to support the MD's initiatives.Skills and Qualifications: Minimum of 3 years of experience in executive administrative support.Exceptional organisational and multitasking skills.Strong written and verbal communication skills with meticulous attention to detail.Proficiency in Microsoft Office Suite and collaboration tools (Zoom, Teams).Experience with financial software (QuickBooks, Xero) is advantageous.Ability to handle confidential information with utmost discretion.Personal Attributes: Professional, polished demeanour with excellent interpersonal skills.Adaptable and able to prioritise tasks in a dynamic environment.Proactive and dependable in problem-solving.A collaborative team player.This position offers a unique chance to contribute to a range of business ventures while developing administrative and project management skills in a collaborative and fast-paced environment.
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