About the Company

Savills Investment Management (“Savills IM”) is a global independent investment management business of the Savills group, with a 30-year track record and over EUR26.9 bn of assets under management. It has grown to operate across 17 offices, encompassing nearly 360 employees.

Savills IM is in a rapid growth phase, expanding its global presence as well as the products and services offered, that post acquisition of a relevant shareholding in DRC SIM now encompasses both Equity and Private debt funds. An expanded product range investing in a larger number of countries and property types, a greater number of investment professionals and a desire to continue developing innovative products means that there should be suitable focus on investment process and performance.

About the Job

We are looking to hire two Executive Team Assistants into our London office.

The first role will require the successful candidate to provide high level secretarial and administration support to the Global Head of Product Development, Global Head of Marketing & PR, Global Head of ESG and Chief Technology & Operations Officer, and their teams (circa 17 people).

The second role will require the successful candidate to provide high level secretarial and administration support to Global Head of Fund Finance, Head of Fund Finance UK and European Fund Director, and their teams (circa 21 people) and to assist with the wider investment processes.

Key Responsibilities

Responsibilities and tasks include, but are not limited to: 

Directors’ support

• Diary management: arranging meetings, ensuring time is effectively managed and individuals are kept up-to-date on schedule of appointments
• Wider coordination of local and international meetings, conference calls (phone and video), organising and liaising with both internal and external clients
• Travel arrangements: co-ordinating bookings and producing itineraries for both domestic and extensive international travel, including flights, accommodation and cars via corporate travel company and online booking tool
• Collating relevant papers for key meetings and keeping them on pending file
• Typing/formatting documents: letters, meeting notes, minutes, detailed reports and articles for internal and external audiences (using complex graphs and tables)
• PowerPoint presentations: creating, editing, printing and binding
• Expenses: company credit card reconciliation and cash expenses claims using MyExpenses (Concur) online tool

Team support/general

• Assistance with complex meeting organisation, training sessions, room bookings
• Expense processing/guidance
• Composition and circulation of own correspondence to relevant people
• Report and PowerPoint presentation preparation, to include printing and binding
• Amending, formatting and combining documents using the relevant software (Nitro)
• Taking calls when any member of the team is out of the office. Ability to redirect people to others who can or may be able to help
• Open, sort and prioritisation of mail, alerting team to specific actions and scanning documents where necessary
• Book meeting rooms using online tool (Condeco)
• Upload documents to company intranet (Connect)
• Upload documents for signature using online tool (DocuSign)
• Prepare payment authorisation forms (PAF), including the collation of invoices and approvals
• Perform any other administrative duties as may be required from time to time by the business, such as but not limited to membership forms, magazine subscriptions, photocopying documents and circulating, filing – organising and maintaining files, archiving
• Pro-actively assisting other members of the support team and comprehensive holiday cover
• Upholding Savills IM’s purpose and values by promoting people and planet positive behaviours
• Proactively identifying ways to have a positive impact in your daily activities, e.g reducing waste, carbon, energy and community impact

 Role One Specific Duties

• Administrative support for the Quarterly ESG meetings
• Administrative support for the regular Operations meetings
• Administrative support for the weekly Marketing meetings

Role Two Specific Duties

• Assisting with the preparation and distribution of a suite of periodic client reporting
• Ensuring client reporting deadlines are met
• Administrative support for the weekly LargeCap and MidCap investment pipeline meetings (produce reports, attend meetings, take notes)
• Investment Advisory Committee Administrator support to include scheduling meetings, recording keeping
• Administrative support for the Quarterly Performance Reporting and Global Investor Reporting meetings to include scheduling and minuting the meetings

Job Requirements:

Candidates will need to demonstrate excellent communication skills, as well as being fluent in verbal and written English.  Other key qualities include:

• An eye for detail
• Self-starter with an ability to juggle priorities in a timely manner and use initiative under pressure
• Excellent diary management and ability to maintain numerous diaries
• Ability to work as part of a team as well as autonomously
• Confidence and diplomacy
• Someone who is diligent, professional and conscientious always
• Previous and demonstrable experience in a team assistant role
• Experience supporting large teams
• Advanced knowledge of Microsoft Office applications, notably Outlook, Word, PowerPoint and Excel
• Working knowledge of day-to-day IT equipment (including PC desktop set up, AC & VC set up)
• Ability to minute-take an advantage, but not essential, as training will be given
• Contribute to a dynamic, collaborative and professional culture for a regulated property investment business

We are a committed equal opportunities employer and welcome applications from all individuals, regardless of age, disability, gender, sexual orientation, race and religion. We are focused on fostering a culture and environment that allows for inclusion and diversity throughout our business. Savills IM offers several employee led forums which provide support and guidance around Diversity & Inclusion, as well as ensuring our principles are built in to all of our processes, practices and expectations.