Executive assistant, PA, Virtual assistant

Executive Assistant – Construction/Real estate business

What We Need:
We’re seeking an experienced, organised and self-motivated Executive Assistant to support the 2 directors in our busy London office.
We are looking for a self-starter with good all-round skills who is likely to have some experience in a rapidly growing business.

This is a very dynamic role in a fast growing business with a variety of exciting and prestigious projects across London. The business is a leader in construction digital documentation, so we expect you have a great understanding of digital systems.
You will be expected to multitask and work under pressure to meet the demands of fast moving regularly changing requirements.
You will need to be able to quickly move from task-to-task, as in any one day you might be:- Managing emails and diaries, setting up meetings, arranging travel, providing research information, setting up project schedules, collating and reporting on project information, liaising with clients, the team or suppliers.

We expect you to be knowledgeable about a wide range of systems used for productivity in a business, and to quickly adapt to use them.

As a growing company, we want you to identify areas for improving efficiencies by suggesting change and revising internal processes.

You’re Great At:
• Managing your time and tasks: you’re an organised multi-tasker, you plan & schedule activities, and ensure that tasks are finished by scheduled dates
• Handling pressure: you respond quickly and diligently, you react to ever-changing projects, and you keep your cool when the curve-balls fly in.
• Motivating & driving yourself: you are prompt & dependable, you take ownership of your time and workload, you are hungry to succeed and progress.
• Connecting with people: you’re respected by your colleagues and clients, you proactively communicate with key people, and you inspire others around you
• Attention to detail: you’re good at checking that everything is correct
• Thinking on your feet: you like learning new things, and you can learn quickly. You’re open to new technology and when things change, you use your initiative to adapt.

Ideally you:
• Have 3+ years’ experience in an Executive Assistant role
• Good written and spoken English
• Have a bachelors degree level education
• Have an excellent knowledge of MS Office products and be especially good with Excel and Word
• Have experience using a wide range of remote working systems such as Dropbox, Zoom, Salesforce etc
• Are an excellent time manager and multi-tasker
• Will have some experience of the UK construction/property market (Real Estate)
• Have experience managing and communicating within a multi-disciplinary team
• Some experience managing HR and recruitment
• Some experience with project management in an operational environment

Duties and tasks will include:
• Understanding of directors priorities and goals
• Executive diary management: problem solve multiple appointments, flexibility with last minute appointments, colour code to understand meeting priority etc
• Executive mailbox management: respond, send, file, bring forward emails etc
• Organisation of meetings: with clients, key stakeholders, cross functional and leadership teams, financial institutions and governing bodies either in person, video and conference calls across different time zones
• Travel management: complex trips for directors and teams, supported with detailed itineraries, visa preparation, meetings etc
• Personal administration for executive: liaison with partners, family holidays etc
• Governance management: approvals, expenses, red lines submission
• Documentation management: preparation of leadership team papers, handling confidential material, working on presentations, reports, letters, contracts, actions, minutes etc
• Confidential work: crisis management working with teams; project code names for meetings and communications, confidential meetings, assistance with team restructures
• Report on and prioritise tasks for Directors
• Undertake project research and report on results
• Set up project schedules, collating and reporting on project information
• Liaise with clients, the team and other stakeholders
• Filing and organizing digital documents
• Recording data in project databases
• Reviewing reports and contracts for accuracy and consistency
• Support key projects ranging from team restructures, property reseach, team events like client roundtables, conferences and strategic away days
• Identify areas for improving systems and research then implement possible solutions, managing change
• Ad hoc responsibilities: Support for recruitment, Office Manager holiday cover, personnel/team issues

Location:
The office is based in London. We expect you to work remotely but we need you to be available in typical UK working hours 8.30 – 5.00 (GMT)
Hours:
We are looking for a full-time role on a freelance basis. Substantial part-time (25+hrs over 5 days) could be considered for an outstanding candidate.
The Company
Multivista is the leading global provider of visual documentation to the Construction and Facilities Management Industries. Multivista combines photography, video, webcam, drone (UAV) and 3D reality capture services with a robust software delivery platform to create interactive records of actual construction conditions and events.
Founded in 2003, Multivista now operates in almost every major metropolitan area across the United States, Canada and the United Kingdom (and growing in Europe and the Middle East). Multivista has been awarded contracts to document more than 2.5 billion square feet of construction projects. That's 50,000+ projects for 20,000+ Clients across every type of construction.
Visit ---------- to learn more about Multivista.
Multivista London is a group company, growing in its own right.