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
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
