About the Company

We are a dedicated real estate equity and debt specialist, managing €25.5bn (As at 20/06/2026) on behalf of institutional investors globally. As a thematically driven global investment manager we invest in resilient real estate with the aim of creating sustainable and futureproofed value for our clients. We combine our global network spanning 12 countries with local knowledge and on the ground asset management capabilities.

The firm has over 35 years of experience delivering real estate strategies for investors, with more than 300 people dedicated to positive client outcomes. Our strategies span the industrial & logistics, living, office and retail sectors, and are designed to provide highly customisable access to quality real estate through equity or debt.

We embed responsible investment principles into our approach, leveraging deep ESG expertise, ensuring our clients benefit from strategies that shape a more sustainable future.

Savills Investment Management: Resilience. Responsibility. Results.

Job Purpose

As an Administration Assistant you will work alongside another Administration Assistant to provide full secretarial and administrative support to the London-based Investment, Fund Finance and ESG teams, the Head of London Business Support and the Senior Business Assistants. You will be responsible for the smooth day-to-day running of the office, including coordinating meetings and travel and managing documentation and systems. You will be expected to have strong organisational and communication skills, good attention to detail, and the ability to prioritise competing requests from several teams.

The role will involve supporting several teams at once, so you will be expected to build and maintain good working relationships with colleagues at all levels across the London office, as well as with external contacts such as visitors, suppliers and travel providers.

Role Responsibilities

Diary and Meeting Management

• Diary management: arranging meetings, ensuring time is effectively managed and individuals are kept up to date on schedule of appointments

• Coordinate local and international meetings and conference calls (MS Teams / Zoom), liaising with internal and external stakeholders

• Ensure meeting rooms are booked accurately using Outlook (Condeco/Eptura), including arranging refreshments

• Provide meeting room IT set-up support

• Support the organisation of team events, meetings and workshops

Communications and Office Support

• Handle and screen telephone calls, taking detailed and accurate messages and directing queries to the appropriate team members

• Support the management of the London Facilities inbox and respond or escalate queries appropriately

• Compose and circulate own correspondence

• Input and maintain business card information in Outlook

• Manage and distribute incoming post twice daily (before 10am and in the afternoon), including scanning documents where required

• Book domestic and international couriers

• Undertake ad-hoc office support tasks including printing, binding, photocopying, scanning, troubleshooting office equipment (photocopiers), memberships and magazine subscriptions

Travel

• Arrange UK and international travel for directors, including flights, rail, hotels, ground transport and visas where required

• Use the corporate travel tool in line with company policy, ensuring cost-effective bookings

• Prepare detailed travel itineraries, check in travellers (directors) and provide boarding passes and tickets as needed

• Provide wider team travel support for complex or long-haul itineraries

Document Management and Reporting

• Create, amend, format and combine documents using Microsoft Office and Adobe Pro, including letters, reports, meeting notes, minutes, investor documents and client reporting

• Carry out document translation using available tools

• Upload documents for electronic signature using DocuSign

• Support the production of Mandate Client Monthly and Annual Reports / Business Plans

• Maintain filing and archiving systems

Finance and Expenses

• Prepare and reconcile directors’ expenses using the Concur system, ensuring compliance with internal policy and timely submission and approval

• Prepare payment authorisation forms (PAFs), collating invoices and required approvals

Investment and Deal Support

• Support the Head of London Business Support with the Investment Committee admin

• Provide shared support for weekly LargeCap and MidCap meetings, including attendance, note-taking and updating the Deal Tracker

• Log UK property introductions promptly on the Savills IM Deal Tracker system

Team Support

• Support onboarding and offboarding processes for new joiners and leavers

• Provide comprehensive holiday cover for the other Administration Assistant

General

• Utilise available AI tools to enhance efficiency and delivery of day-to-day tasks

• Undertake any additional duties as reasonably required to support the team and business

Person Specification

• Fluent English language speaker

• Excellent written and verbal communication skills

• Knowledge of Microsoft Office applications (Word, PowerPoint, Excel, Outlook) and collaboration tools (Teams, SharePoint). Knowledge of Apple devices an advantage

• Demonstrable good typing skills

• Excellent time management, planning and organisational skills

• Ability to multi-task, flexible and adaptable to changing priorities

• Good interpersonal skills

• Diligent, professional and conscientious always

• Discreet and trustworthy when handling sensitive information

• Have a positive 'can-do' attitude and be a team player who is happy to help when needed

• Ability to work independently as well as part of a team

• This position is an office-based role, the successful applicant must be available to work in London for 5 days per week

• 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.