Cobalt Talent -Remote Service
Executive Assistant
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Central London
The Role
A leading estate agents are seeking an executive assistant to join their team. You will be based in their HQ office in London with a minimum of four days in the office; this role will provide high-level support to the Chief Executive and Finance Director. It requires the ability to work independently with exceptional levels of communication and professionalism to manage complex and evolving priorities.
Key Responsibilities
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Act As The Main Senior Administrative Point Of Contact And Support For The Chief Executive (CEO) And Finance Director (FD), going the extra mile and reducing workload pressures by managing a broad range of tasks including:
- Calendar & Diary Management:
- Anticipate the needs of the CEO and FD, by proactively preparing meeting summaries, briefs and information ahead of schedule
- Maintain comprehensive calendars including internal meetings, external engagements, travel, and personal commitments.
- Proactively manage scheduling conflicts and adjust priorities dynamically to support business needs.
- Plan and manage travel itineraries, including trains, accommodation, and flights.
- Prepare detailed travel packs with agendas and supporting documentation.
- Calendar & Diary Management:
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Inbox Management & Email Triage:
- Implement a structured inbox system to prioritise urgent communications and delegate routine queries, responding on their behalf as required
- Summarise key communications and flag urgent issues for immediate attention
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Leadership Coordination
- Act as a trusted liaison between the CEO & FD and internal stakeholders, anticipating needs and resolving issues proactively.
- Influence and engage with senior leadership to maintain output delivery
- Be the senior administrative support, coordinating Management Board, Operations Board, Performance Committee and Risk Management Group meetings including scheduling, agenda preparation and circulation of information ahead of time
- Record minutes, ensuring actions are agreed and circulated post meetings
- Support with change management, being adaptable to the needs of the business
- Ensure strategic project priorities and deadlines are met as part of the Vision 2030 business plan without needing direction
- Track agreed actions, deadlines, and deliverables across teams—chasing progress independently where required.
- Use initiative to help identify issues or inefficiencies and resolve these before they escalate
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- Correspondence & Document Preparation:
- Draft, proofread, and prepare high-quality presentations, reports, and briefings.
- Manage sensitive and confidential communications with discretion.
Skills, Knowledge & Experience
- Relevant administrative or business qualification desirable but not essential.
- Significant proven experience as an Executive Assistant or similar role supporting senior leadership, ideally from a property or professional services firm
- Experience of working within an LLP would be advantageous
- Proven experience of managing and coordinating Board level stakeholders with the ability to adapt in a changing environment
- Strong organisational and time-management skills with the ability to work independently
- Excellent communication skills with the ability to influence senior stakeholders
- High-level attention to detail.
- Expert minute taking for Board level meetings
- Experience in project management and coordination.
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