Executive Assistant

Antonia Saunders; London; On-site; GBP 60,000 - 80,000; Full time

Job description

Executive Assistant to CEO & Founder
Location: London (Office-Based, with Some Flexibility)
Hours: Monday to Friday, 9 AM – 6 PM
(Occasional Evenings & Weekends as Required)
Start Date: Mid-April
Overview:
An exceptional opportunity for a highly skilled and proactive Executive Assistant to support the CEO and Founder of a prestigious real estate private equity firm. This is a fast-paced, traditional EA role requiring an individual who thrives in high-pressure environments, excels at problem-solving, and has impeccable organizational skills. The CEO is deeply involved in capital raising, investor relations, and industry events, requiring an EA who is always ahead of the game, pre-empting needs, ensuring smooth day-to-day operations, and providing seamless support across both their professional and personal life.

Key Responsibilities:

1. Executive & Business Support:

• Full diary management, including scheduling high-profile meetings with investors, borrowers, and industry stakeholders.
• Prepare all necessary materials ahead of meetings—printing CVs, ensuring business cards are available, compiling documents, and arranging name badges for events.
• Coordinate logistics for frequent travel, including flights, accommodations, and itineraries.
• Manage expenses, ensuring timely reconciliation and accuracy.
• Handle last-minute scheduling changes and urgent requests, including occasional evening or weekend adjustments.
• Proactively plan the CEO’s conference schedules, maximizing efficiency at events and other real estate networking functions.
• Work closely with a Team Assistant and other internal stakeholders to ensure smooth office operations.
• Acting as gatekeeper to the CEO.

Personal & Family Logistics Management:

• Synchronize the CEO’s professional and personal calendars, ensuring alignment with their children’s schedules.
• Liaise with family and the nanny to confirm travel plans and ensure family logistics run smoothly.
• Regularly cross-check calendars to avoid conflicts and ensure the CEO is present for key family events.
• Provide discreet and professional support to facilitate a balanced work-life dynamic.

Event & Conference Coordination:

• Manage event planning details, including guest lists, name badges, venue logistics, and materials preparation.
• Ensure seamless attendance at industry conferences by arranging key meetings and optimizing the CEO’s schedule.
• Coordinate with event organizers and internal teams to guarantee a polished and efficient presence at each event.

Office Management:

• Oversee general office operations in a serviced office environment.
• Act as the go-to person for office-related issues, ensuring smooth day-to-day function.
• Liaise with service providers and handle operational needs as required.

Ideal Candidate Profile:

• Experience: Minimum 5+ years as an EA to a Founder/CEO, preferably within real estate or finance.
• Skills: Highly organized, exceptional attention to detail, and ability to manage complex schedules and logistics.
• Mindset: Proactive, solutions-oriented, and thrives in a fast-paced, high-pressure environment.
• Availability: Comfortable handling occasional evening and weekend requests, with advance notice.
• Industry Knowledge: Familiarity with real estate, capital raising, and investor relations is a strong plus.
• Event Management: Previous experience organizing conferences, events, or corporate functions.
• Tech-Savvy: Proficient in Microsoft Office, Google Suite, and calendar management tools.
• Discretion: Able to handle highly confidential information with professionalism.

Additional Details:

• This role is based in London, requiring daily in-office presence (with some flexibility to work from home every other Friday).
• The CEO values an EA who loves being an EA—someone passionate about the role and committed to making their life easier.

If you are a highly organized, proactive professional with experience supporting a Founder/CEO in a high-pressure environment, we encourage you to apply for this pivotal role.

£60k - £80k DOE