Business Support Coordinator - Executive Office - Hybrid

Based in our Global HQ on Baker Street we are looking for a candidate who will work with and support the Executive Office team with administrative, operational and organisational tasks.

Executive Office

The Executive Office supports the Senior Partner, CFO and wider Group Executive Board (“GEB”) to develop global strategic priorities and initiatives, aligned to our Group Vision & Strategy.  Working with stakeholders and relevant subject matter experts within our Business Services, Commercial and Residential Divisions (and where necessary, with external advisers) we develop the thinking and business cases for ideas and proposals arising from GEB meetings and strategy sessions.  Once recommendations to the relevant Board have been made and approval sought, the projects are then taken forward and delivered by owners within the UK or global business.

In addition to the Senior Partner and CFO (each of whom has a Senior Executive Assistant), the Executive Office team comprises a Partner, Associate and Senior Analyst focussed on Strategy, who work closely with key members of our Corporate Marketing and Communications team.  

The Head of Corporate Marketing, along with the Head of Corporate Internal Communications, the Head of Corporate PR and a Marketing Manager, mostly sit within and work closely with the Executive Office and are supported by delivery and operational teams within our wider Marcomms function. 

Outside of these core members, the team collaborates with subject matter experts and stakeholders from across the business. 

Key stakeholders include the senior leaders within the Residential and Commercial Divisions within the UK and across our Global business, including our Regional and Global Service Line Heads.       

The activities of the Executive Office include:

• Overseeing the development and evolution of our Group Vision & Strategy
• Give consideration to material, strategic topics for the Group
• Building business cases for group-wide, strategic projects and delivering them to the GEB and/or other senior Boards for discussion and approval
• Identify growth opportunities and strategic shifts across our global network
• Work closely with the Heads of Strategy for Residential and Commercial in the UK to manage which topics and projects are being discussed at the most senior, decision-making Boards
• Plan and execute twice-yearly off-site strategy sessions for the GEB
• Plan and execute (with the Senior Executive Assistant to the Senior Partner) twice-yearly conferences for our Proprietary Partners

Responsibilities in relation to Operational Management of the Executive Office

• Helping to foster a positive team spirit, supporting individual team members and arranging team socials to bring the team together at regular intervals
• Managing the onboarding and offboarding of new joiners and leavers to the department
• Ensuring the team are equipped with stationery, tools and furniture to be able to conduct their roles
• Assist relevant members of the team with preparing agendas, organising speakers and working up content/presentation materials for off-site strategy sessions and conferences (including the twice-yearly strategy sessions for the GEB, the twice-yearly Proprietary Partners Conferences and any strategy sessions for the Executive Office).
• Assist members of the team with the preparation of board papers and presentations.
• Arrange and attend the weekly Executive Office team meeting, recording and sharing key actions and helping to keep the job list up to date.
• Support the team with diary management, including arranging internal/external meeting (including in relation to their membership of any groups/boards), booking meeting rooms and conference calls and where required, assisting in preparing agendas. 
• Work with the Senior Executive Assistants to our Senior Partner and the CFO to plan and schedule regular meetings, including (1) a weekly Executive Office team meeting with the Senior Partner and CFO, (2) project specific discussions and (3) the aforementioned off-site strategy sessions.  Also liaise with them in relation to the forthcoming calendar of key events/meetings/trips involving the GEB.
• Where necessary, support the team members in booking any international trips, including flights and accommodation.

Financial

• Processing Invoices for external providers and ensuring appropriate allocation to the Executive Office budget
• Administering all expense claims for team members

Systems & IT competence

• PowerPoint (advanced)
• Word (advanced)
• Outlook (advanced)
• Microsoft Teams (advanced)
• Excel

Experience and Particular Aptitudes/Skills Required

• A flexible, organised, pro-active, hands-on individual, who enjoys working within a small team environment
• Around 2 years experience in a similar administrative role
• The role would suit a strong communicator capable of liaising with others at all levels of the business, with a professional and helpful manner
• Understanding how to use emotional intelligence, knowing your inter-personal style and how your behaviour impacts others.
• Excellent IT skills with knowledge of Microsoft Office
• Excellent verbal and written communication skills
• Excellent time management skills

#LI-SO1

#1

Please note: this is a Direct Search led by Knight Frank. Applications from recruitment agencies will not be accepted nor will fees be paid for unsolicited CVs, even if provided by PSL agencies.