Executive Assistant

Company Description

The Townsend Group, located in London and founded in 1983 as Townsend Holdings LLC, is a leading provider of global investment management and advisory services focused on real estate and real assets. The firm has a commitment to excellence in investment management and client service, and Townsend serves an institutional client base providing custom investment solutions to meet the needs and objectives of their investment programs. With offices in Cleveland, San Francisco, London, and Hong Kong, the firm delivers a customized portfolio of services to institutional clients.

Role Description

This candidate will be responsible for daily administrative tasks, scheduling, expense reports, executive support, communication, and administrative assistance. The role is a Hybrid role but connected to our London office. The candidate must prioritize tasks effectively, have excellent communication skills, and multitask efficiently.

Executive Assistant Responsibilities:

• Day-to-day diary management for team
• Extensive travel arrangements and flight booking
• Making reservations for lunches/dinners
• Scheduling and organising internal/external meetings
• Production of presentations, spreadsheets, Word documents, including document formatting/drafting
• Answering and directing switchboard calls, taking messages, dealing with client queries
• Assistant with team’s technical issues
• Events organisation
• Provide general support to visitors, including welcoming visitors for meetings, providing refreshments, etc.
• Filing of documents and maintaining and updating filing system

Office Manager Responsibilities:

• Organize office operations and procedures
• Manage office layout and order stationary and suppliers
• Maintaining the office condition and arrange necessary repairs
• Co-ordination with IT department on all IT matters, including maintaining equipment, service providers, etc.
• Assist and support in human resources functions, including employee leave schedules, new starter inductions, etc.
• Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services

Qualifications

• Strong skills in Executive Administrative Assistance and Executive Support
• Ability to manage and complete expense reports and administrative tasks in a timely manner
• Excellent written and verbal communication skills
• Highly organized and detail oriented
• Proficient in Microsoft Office Suite and Google Suite
• Experience in finance, real estate, or asset management is a plus
• Bachelor's degree in Business Administration or related field preferred