Our client is seeking an experienced and highly organised Executive Assistant to support the Director in a variety of administrative and office management tasks, alongside property management duties for our lettings and property management business. This role will require multitasking, effective communication, and attention to detail to manage both executive and property-related functions efficiently. Key Responsibilities: Executive Assistant Duties: Handle all incoming calls, log calls, transfer calls to the appropriate team member, and take messages when required. Ensure all voicemail boxes are checked, and messages are forwarded to the appropriate recipient. Schedule and manage the Director's calendar, including arranging appointments and meetings, ensuring all engagements are well organised and timely Book client appointments and send confirmation letters and packs, ensuring all details are accurate and timely Ensure all client files are ready for meetings, creating new client files with dividers and template documents where necessary Produce client letters from audio dictation, scan all received and sent documents to the CRM and ensure proper record-keeping Manage recurring board and team meetings, including preparing papers and sending invites Collect, open, log, and distribute incoming mail using Excel; ensure any required actions are followed up, and ensure outgoing mail is processed via the franking machine or online postage Greet clients in a professional and welcoming manner Log, track, and assist in resolving client complaints with the support of the adviser or Director Manage and maintain the database of suppliers and contractors Organise maintenance for office equipment and building-related issues when necessary Manage filing, archiving, and any ad hoc office duties as requiredLettings/Property Management Duties: Oversee property administration, including receiving and logging payments Handle client property-related administration tasks, ensuring all relevant paperwork is accurate Arrange for tradesmen to provide quotations for property repairs and maintenance as needed Coordinate and arrange property advertisements Manage tenant interactions, including organising check-in and check-out procedures, and ensuring smooth communication Liaise with other letting agencies to coordinate and manage property services Prepare and issue tenancy agreements, ensuring compliance with legal requirements Set up and maintain tenant files, ensuring they are organised and up-to-date Apply for references and guarantor checks, ensuring proper screening of tenants Assist with court proceedings, preparing court files, and supporting the legal process as requiredKey Skills & Qualifications: Previous experience in an Executive Assistant or similar administrative role, preferably in a property management or construction-related environment Audio typing experience Strong organisational, time keeping and multitasking abilities, with a keen attention to detail Excellent communication skills, both written and verbal Ability to manage confidential information and handle sensitive client matters professionally Proficient in Microsoft Office Suite (Excel, Word, Outlook) and CRM software Familiarity with property management software and real estate processes is a plus Ability to work independently and as part of a team Knowledge of property management and letting regulations, including tenancy agreements and court proceedingsPersonal Attributes: Reliable, punctual, and professional Ability to work in a fast-paced environment and handle multiple priorities Strong attention to detail and accuracy in all tasks Customer-focused with a positive, can-do attitudeIf this sounds like it suits your skill set, please submit your CV and a cover letter detailing your relevant experience and qualifications. We look forward to hearing from you If you know someone suitable for this role, share the word and through our referral scheme receive up to £250 for full details on all Permanent, Temporary and Contract career opportunities we are actively seeking candidates for. Recruiting on the basis of Talent, we are committed to supporting and promoting diversity in the workplace and consider all applications. Any salary advertised is for search purposes only. If you have not heard from us within 7 days you will have not been successful on this occasion, however, we would welcome your application for alternative vacancies