Executive Support | London Occupier Team

Who are we

Founded in 1896, Knight Frank was registered as Knight Frank LLP a Limited Liability Partnership, on 3 November 2003, registered in England & Wales at 55 Baker Street, London, W1U 8AN with the registered number of OC305934. Headquartered in London, UK, Knight Frank is one of the world's leading independent real estate consultancies. We work responsibly in partnership to enhance people's lives and environments in over 50 Markets, 600+ Offices, 20,000+ People, 1 Global Network.

At the heart of all we do are our Clients. A relationship built on trust is vital. As trusted partners in property, we act with integrity and care, understanding our clients’ unique needs and consistently thinking about the bigger picture to provide personalised, clear and considered advice across all areas of property. Through our deep understanding of key markets and sectors - both emerging and established - we are dedicated to meeting and exceeding their property goals.

A true partnership is a balanced one, and our People are passionate about, and committed to, making our business inclusive and diverse. We give every individual the space and opportunity to perform at their best and be recognised for the immense value they bring. We empower everyone to have autonomy in their role and encourage them to use their voice in how we can make a positive impact as a firm and shape the future of real estate, the built environment and the impact on the communities we serve. Our collaborative and engaged teams provide excellent and dedicated client service. In our workplace, opinions are respected, everyone is invited to contribute to the success of our business and innovation, and new ideas are celebrated.

In 2021 we celebrated our 125th anniversary and set out Our Desired Future, cemented in three pillars: People Potential, Client Centricity and always Creating our Future, together. Learn more about what sets us apart here.

About The Role

Knight Frank are seeking a highly motivated and proactive Executive Support professional to support the Head of London Occupier and the wider London Occupier team.

This is a varied and fast-paced role, providing high-quality executive and administrative support while helping to ensure the smooth and efficient running of a busy department.

Stakeholder Support:

• 1:1 Executive Assistant support to the London Occupier Team Head, maintaining their schedule through extensive and proactive diary and email management, organising internal and external meetings, viewings and conference calls, and preparing any required documentation.
• Diary coordination for senior members of the team.
• Coordinate team strategy away days, socials and events.
• Coordinate and manage internal and client pitches/presentations with the in-house Creative and Business Development teams. Where possible, draft presentations in the first instance and ensure the pitch library is maintained.
• Prepare, format, print and bind viewing schedules and client reports to a high standard.
• Coordinate UK and overseas travel arrangements, including detailed itineraries and travel packs where required.
• Coordinate the fortnightly market note, collating content from the wider team and managing the review and approval process with the Team Head.
• Manage annual leave administration across the London Occupier teams, maintaining accurate records, overseeing Workday approval workflows on behalf of the Team Head, and escalating scheduling conflicts where appropriate.
• Organise property tours, client visits and in-house presentations, liaising with executive assistants and internal stakeholders to facilitate engagement opportunities.
• Coordinate meetings, conference calls and meeting room bookings for the wider team.

Business Coordination:

• Act as an ambassador for the London Occupier Head and wider team.
• Build and maintain collaborative relationships with clients, managers and employees.
• Support the bi-annual business planning process alongside the Operations Manager.
• Provide financial coordination support, including: WIP reconciliation and billed/unbilled debtor coordination. Generation of client invoices and cross-department invoices/IDCs. Attendance at monthly financial review meetings with the Team Head, Operations Head and Finance representatives, ensuring actions are followed through.
• Support Financial Year End activities, working closely with Finance, CDD and support functions to ensure a smooth process.
• Coordinate expense claims for Partners.
• Manage referral coordination activities.

Team Coordination:

• Attend team WIP meetings and track actions through to completion.
• Support mandatory training compliance and proactively promote development opportunities.
• Prepare correspondence, schedules, pitches and other business documentation.
• Manage incoming mail, email correspondence and information requests.
• Maintain team schedules through proactive diary management, meeting coordination and room bookings.
• Screen, prioritise or respond to Out of Office emails where applicable.
• Act as an IT liaison, assisting with troubleshooting and system-related queries.
• Work collaboratively with the wider Business Support team and provide cover when required.
• Partner with the London Occupier and wider London Offices support network to share best practice and support teams during busy periods.
• Coordinate new starter and leaver processes with the Operations Manager, including graduate rotations.
• Support onboarding activities for all new starters.
• Coordinate appraisals and six-monthly 1:1 reviews.

Processes & Efficiency Coordination:

• Support the London Occupier team in following operational processes and procedures to ensure a streamlined service.
• Manage Hub coordination, including: Registering new instructions and coordinating the CDD process from initiation to completion. Tracking instruction status via Monday.com and maintaining WIP records. Supporting the maintenance and regular cleansing of client records. Creating mailshot and marketing distribution lists.
• Act as a best practice expert across Risk, Audit and Compliance, working with the Operations Manager to ensure adherence to guidelines and audit requirements.
• Serve as the team's Information Security Champion, promoting best practice and acting as the main point of contact for reporting and escalating incidents.
• Maintain accurate contact information across Knight Frank platforms.
• Manage team filing, storage and document retrieval systems.

Programme & Project Coordination:

• Act as Marketing Communications Coordinator (MCC) for the team, ensuring compliance with branding guidelines and coordinating the production of marketing collateral, including: Event invitations Capability statements Track records Research documents Other marketing materials
• Support Corporate CRM and Business Development activity, including: Coordinating team pitches with Creative and Business Development teams. Liaising with internal and external printers. Supporting the delivery of business development initiatives.
• As appropriate, provide Client Relationship Support (CRS) assistance to the Client Relationship Partner (CRP), Assistant CRP, Client Relationship Executive (CRE) and Graduate Assistant on core client-related activities.

Experience Required:

• 5+ years' experience in a similar operations or administrative role.
• Proficient in Microsoft Office.

Competitive salary

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.