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About the Role

Knight Frank's Private Office team is seeking an exceptional Executive Assistant for a 1-year fixed-term maternity cover contract. This fast-paced, high-profile role provides executive, administrative, marketing, and operational support to senior stakeholders, ultra-high-net-worth clients, and international clients. The position is crucial for maintaining team organization, efficiency, and focus, acting as a trusted point of contact for priorities, communications, meetings, and travel.

Responsibilities

• Provide dedicated support to senior members of the Private Office team, including diary, inbox, and communication management.
• Support Workday administration, including annual leave approvals and end-of-year appraisal or goal-setting coordination.
• Manage complex diaries, schedules, and meetings across multiple time zones, proactively coordinating priorities.
• Coordinate internal and external meetings, including agendas, follow-up actions, room bookings, virtual setups, and restaurant reservations.
• Prepare professional presentations, pitch packs, biographies, proposals, board materials, and business documentation.
• Maintain organized digital filing systems, shared drive records, and SharePoint documentation.
• Provide first-line IT troubleshooting and support with ad hoc operational matters, including company car coordination.
• Arrange domestic and international travel.
• Coordinate property tours, client viewings, and related logistics with local offices, clients, and colleagues.
• Ensure clear and accurate communication of meeting, travel, and tour details to all relevant parties.
• Maintain client and property information on Hub.
• Maintain individual Outlook address book records, client data accuracy, and referral tracking.
• Register new instructions and support the invoice process for transactional sales and marketing activity.
• Assist with client due diligence, CDD, and KYC processes, ensuring compliance records are accurate.
• Support client and applicant inquiries, property options, Market Appraisals, and sales or pitch activity.
• Assist with the preparation of high-quality pitch materials for exclusive listings and confidential off-market opportunities.
• Produce and coordinate property brochures, Financial Times advertisements, presentations, and marketing collateral using systems like Frontify or Canva.
• Support social media activities.
• Support the distribution of digital newsletters, coordinating content, approvals, and engagement reporting.
• Update team biographies, profiles, and website content, and work with Marketing and PR teams on media opportunities, property features, and promotional activity.
• Prepare and distribute regular market communications.
• Support the planning and delivery of team events, client functions, charity or volunteer days, and business development activity.
• Coordinate meetings, prepare supporting materials, and assist with ad hoc projects and strategic initiatives.
• Manage corporate materials such as business card designs, stationery, stock levels, re-orders, and locker auditing.
• Maintain operational trackers including the 106 tracker, negotiator totals, and monthly expense comparisons.
• Maintain trackers, reporting records, and business analytics including campaign effectiveness, newsletter performance, social media engagement, and monthly finance records.
• Process and submit expenses in line with company policy.
• Support ad hoc expense processing for wider team members.
• Process, send, and track supplier invoices and approvals, ensuring timely completion and accurate records.

Requirements

• Previous experience as an Executive Assistant, Personal Assistant, or Team Assistant within a professional services, property, private office, or client-focused environment.
• Excellent diary management, inbox management, meeting coordination, and international travel planning experience.
• Strong written and verbal communication skills, with confidence liaising with senior stakeholders, colleagues, and external clients.
• A professional, discreet, and trusted approach to confidential information and high-profile client matters.
• Excellent attention to detail and the ability to manage multiple priorities independently in a fast-paced environment.
• Strong Microsoft Office skills, particularly Outlook, PowerPoint, Word, and Excel.
• Experience using CRM systems, document management tools, or the ability to learn new systems quickly.
• A creative eye for presentation, brand quality, and marketing collateral would be beneficial.

Skills

• Diary management
• Inbox management
• Meeting coordination
• International travel planning
• Microsoft Office (Outlook, PowerPoint, Word, Excel)
• CRM systems
• Document management tools
• Frontify
• Canva
• IT troubleshooting
• Communication
• Attention to detail
• Organization
• Time management

Location

• London, UK

Work Type

• Fixed-term contract

Experience Level

• Experienced

Salary/Compensations

• Competitive salary

About the Company

• Founded in 1896, Knight Frank is one of the world's leading independent real estate consultancies, headquartered in London, UK.
• Knight Frank operates in over 50 markets with a global network of offices and people.
• The company emphasizes building relationships based on trust, integrity, and care, providing personalized advice across all property areas.
• Knight Frank is committed to an inclusive and diverse workplace, empowering individuals and encouraging contributions to shape the future of real estate.
• The company's core pillars are People Potential, Client Centricity, and Creating our Future, together.