Executive Assistant

Role: Executive Assistant

Location: London

Department: Corporate

Reports to: President- Europe

COMPANY OVERVIEW

Cortland was founded in 2005 with a focus on multifamily development in Atlanta.?Since then, Cortland have become a global, integrated build to rent investment, development, and management firm focused on delivering resident-centric, hospitality-driven apartment living experiences.

Cortland’s award-winning operational platform in the US not only lends a wealth of resources, but also provides an innovative and market-leading approach to transforming the build-to-rent sector in the UK.

Our development strategy targets primarily the London commuter-belt areas, as well as key regional cities including Manchester, Birmingham, and Leeds. We select larger residential schemes enhancing the resident experience through modern amenities and finishes. We currently have three operational developments, Cortland Cassiobury in Watford, Cortland at Colliers Yard in Manchester and Cortland Broad Street in Birmingham.

We work collaboratively with build-to-rent owners to third party manage apartment communities with a resident-first approach, delivering end-to-end services that provide market-leading results. Our full-service approach is grounded in the best standards of customer service and more than a decade of award-winning property management and development experience.

ROLE RESPONSIBILITIES

As an Executive Assistant you will be interfacing with many external stakeholders and investors on behalf of the President (Europe) and will be the face of the organisation, therefore displaying impeccable levels of discretion, professionalism and confidentiality plays a key part in this role.

You will be responsible for the smooth running of the London office as well as managing diaries for the Executive Leadership Team and providing light support to the wider Senior Leadership Team as and when required.

You will act as a key contact in the organisation, across the UK and US. You will work with our US business and assist visiting associates by coordinating their visits to the UK and for the duration of their stay.

Daily responsibilities may range from diary management, organising and coordinating meetings and travel arrangements, preparing correspondence, documentation or presentations, minute taking for specific meetings and following up on agenda items.

The ideal candidate will possess exceptional communication skills, meticulous attention to detail, and have the ability to manage multiple priorities in a fast-paced environment whilst managing own time effectively.

Tasks include but not limited to:

Administrative Support

- Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.

- Prepare and edit correspondence, communications, presentations, and other documents.

- Handle incoming calls, emails, and other communications, directing inquiries to appropriate parties.

- Help the executive with prioritisation of professional and personal commitments.

- Assist in preparing expense reports.

- Prepare and timely submission of invoices.

- Provide administrative support and other required assistance.

- Record, transcribe, and distribute meeting minutes.

Meeting Coordination

- Organise and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.

- Arrange logistics for internal and external meetings, including venue selection, catering, and technology setup.

- Arrange schedules for US executives whilst visiting the UK. Includes but not limited to, internal and external meetings, travel and accommodation.

- Working across various time zones, predominantly UK and US.

Project Management

- Assist with special projects and initiatives as assigned by the executive.

- Track project progress and ensure timely completion of tasks.

Office Management

- Maintain office supplies inventory and place orders as needed.

- Coordinate with IT and facilities teams to ensure smooth office operations - as well as layout, arrangement, and housekeeping of office facilities

- Serve as the point of contact for cleaning services, building reception, security and management.

- Request, distribute, and replace access cards.

- Liaise with the Building Management team for Health and Safety requirements and maintaining office documentation.

Confidentiality

- Handle sensitive information with the highest level of confidentiality and discretion.

- Maintain and organise confidential files and records.

Liaison Role

- Act as a point of contact between the executive and internal / external stakeholders.

- Build and maintain relationships with key stakeholders.

- Acting as a key contact between Cortland UK and Cortland US.

Additional Requirements

- Flexibility to work outside of regular business hours, as needed.

- Ability to travel occasionally for business purposes.

Experience

- Minimum of 8-10 years of experience as an Executive Assistant or in a similar role.

- Experience in Real Estate / Build to Rent is desirable.

Skills

- Exceptional organisational and time-management skills.

- Strong written and verbal communication skills.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

- Ability to work independently and as part of a team.

- High level of professionalism and discretion.

- Strong problem-solving abilities and attention to detail.