Executive Assistant- Property Management

Tasks

Executive Assistant- Property Management

Location: Mayfair Office and Regents Park Residence , London

Working Days: Monday – Friday

Working Hours: 9:00 am – 6:00 pm (with flexibility / on-call support as required)

Compensation: £55,000 – £70,000 (gross per annum)

Start Date: ASAP

Role Context

We are seeking a mature, highly reliable, and discreet individual to support the smooth functioning of the Mayfair office and a London-based residence.

This is a high-trust, ownership-driven role, requiring the individual to operate independently with strong judgement, ensuring seamless execution across responsibilities.

The role is primarily focused on office administration and coordination, complemented by personal assistance / property oversight, ensuring smooth day-to-day functioning across all areas.

Key Responsibilities

Mayfair Office & Administrative Support

• Ensure the office is fully functional, organised, and presentable at all times
• Coordinate IT systems (Wi-Fi, printers, conferencing), office supplies and vendor services
• Support courier/post management and small team events and meetings
• Maintain IT and asset inventory
• Ensure adherence to basic compliance requirements (health & safety, fire norms)
• HR, Administrative

HR Coordination

• Liaise with India HR team for all local support and execution requirements
• Enable training coordination across teams (sales, practice areas, etc.)
• Facilitate cross-geography connects (UK–US–India) for learning, collaboration, and integration

Onboarding Support

• Support on-ground onboarding for London-based hires and visiting employees
• Ensure workspace readiness, basic documentation and induction coordination

Data & Analysis Support

• Prepare basic HR dashboards (headcount, attrition, key metrics)
• Maintain trackers for employees, vendors, office/admin costs
• Support data collation and basic analysis in Excel

Presentation & Documentation

• Assist in preparing presentations (PPTs), reports and internal documentation
• Support creation of country-specific policy handbooks (including benefits)
• Maintain organised documentation and records repository

Personal Assistance

• Basic diary and schedule coordination (as required)
• Travel bookings, visas, and logistics
• Restaurant bookings, events, and local arrangements
• Running errands and handling ad-hoc requests
• Managing expenses, invoices, and reconciliations

Property & Residence Oversight

Provide periodic oversight (not day-to-day supervision) of the residence to ensure upkeep and readiness.

Property Oversight & Maintenance

• Ensure the residence is maintained to appropriate standards of presentation and functionality

• Conduct periodic checks across: Heating, air-conditioning, plumbing, electrical systems

• Fixtures, fittings, and general upkeep

• Identify issues and coordinate timely resolution through vendors

Vendor & Facilities Coordination

• Liaise with building management and external vendors for: Maintenance, repairs, and servicing
• Coordinate quotes and ensure timely execution of required work
• Be available on-site where required for vendor access / supervision

Budgeting & Expense Tracking

• Track and manage utility bills , routine maintenance costs , vendor payments and invoices
• Maintain basic oversight and reporting of expenses

Inventory & Readiness

• Maintain adequate stock of household and office supplies
• Ensure readiness ahead of principal or guest visits
• Coordinate deep cleans and setup as required

Reporting & Governance

• Maintain structured trackers for: Property-related issues
• Vendor activities
• Administrative and HR tasks
• Ensure timely follow-ups and closure of all open items
• Uphold discipline in documentation, reporting, and record-keeping

Requirements

Core Skills & Competencies

• Excellent time-management skills, with the ability to prioritise effectively across multiple responsibilities
• Strong organisational and coordination skills
• High attention to detail
• Ability to manage vendors, track expenses, and maintain operational discipline
• Strong communication skills (written and verbal)
• Proficiency in MS Office (Excel, PowerPoint)
• Comfort with basic data handling and reporting

Candidate Profile

• Minimum 5+ years of experience in: Office administration / coordination roles
• PA / EA roles supporting senior stakeholders
• Exposure to high-trust, confidential environments (HNIs / family offices preferred)
• Demonstrated ability to manage vendors and operations independently
• Strong organisational and multitasking skills
• Demonstrated stability and longevity in prior roles