Executive Assistant
6 days ago
City of London
We are looking for a highly organised, proactive, and technically adept Executive Assistant to support the Commercial team (which includes co-founder, Tim Lowe) and provide operational oversight across client management, caretaker administration, business rates, finance liaison and CRM systems. This is a hands-on role that provides both strategic and administrative support. You will be critical in ensuring operational efficiency, smooth client and stakeholder communication and maximising the team’s time. As Executive Assistant, your mission will be to support the Commercial team: • Act as a central point of contact for client access requests, proposals, terms of engagement and client portal management., • Oversee caretaker administration, scheduling and communication to ensure smooth operational delivery., • Administer business rates for guardians, intermittent and charitable occupancy, liaising with councils and clients and ensuring accurate record keeping., • Maintain and optimise HubSpot and other CRM systems, ensuring accurate data entry, monitoring and regular reporting., • Draft client reports, liaising with internal teams for data collection., • Work closely with finance on invoices and debts, ensuring that client billing and business-rate processes run smoothly., • Plan and coordinate networking events, including logistics, invitations and agendas., • Manage co-founder Tim Lowe’s calendar, scheduling travel and meetings with efficiency and attention to priorities., • Co-ordinating property handbacks with clients and undertaking the off-boarding process., • Manage Tim Lowe’s LinkedIn account and support thought leadership initiatives., • Take ownership of ad-hoc projects to improve processes, reporting and operational efficiency., • Provide proactive support, anticipating the team’s needs and streamlining communications and operational processes. After three months, success will look like: • Business rates and caretaker administration processes running efficiently with no bottlenecks., • Clear client reporting process in place, with dashboards and regular insights., • CRM and client portal data is fully up to date and operationally useful., • Smooth coordination of networking events and Tim Lowe’s LinkedIn presence., • Ad-hoc projects and process improvements are actively underway., • Tim Lowe’s calendar and priorities managed seamlessly with minimal disruption. This role is the perfect match for you, if you have: • 7+ years experience as an EA, Senior PA or in a similar operationally-focused support role., • Exceptional organisational skills, with a strong process-driven mindset., • Experience managing complex diaries and supporting senior executives., • Strong written and verbal communication skills, able to produce client reports, proposals and professional correspondence., • Experience with CRM systems (HubSpot or similar) and comfort with data analysis and reporting., • Financial literacy, including familiarity with invoices, debts and billing processes., • Experience planning events and managing stakeholder relationships., • Discretion, professionalism and the ability to handle confidential information., • Ability to prioritise effectively, manage multiple tasks and work independently., • A proactive, owner mentality with enthusiasm for improving processes, streamlining operations and implementing solutions. Benefits: • A competitive salary and performance based annual bonus, • 25 days off (plus between Christmas & New Year, plus your birthday off), • Workplace Nursery Benefit, • Refer-a-friend bonus, • Refer-a-site bonus, • Regular team drinks & events, • Opportunities for professional growth and leadership development Please note, this role is based in our Brixton office, 5 days a week. There will be no option for remote working.