Executive Assistant & Sales Support

Location: Remote (Work-from-home)
Job Type: Full-time - 40 hours per week
Timing: ASAP

We are on the lookout for a highly organised and proactive Executive Assistant with strong marketing support skills to join the company, a boutique real estate business specialising in the commercial and retail property sector.

We are seeking a dedicated Virtual Executive Assistant / Sales Support professional experienced in supporting senior property professionals. The role will combine executive administration, sales coordination, database management, and marketing, with a focus on bringing order and visibility to current operations.

We are seeking someone detail-oriented, resourceful, and able to work independently while supporting the Director in driving the business forward.

1. Executive Administration

• Manage the Director’s inbox and diary, including prioritising, scheduling, and following up on actions.
• Book meetings, travel (flights, accommodation, car hire), and prepare itineraries.
• Process expenses and supplier invoices (via email and simple Excel tracking).
• Prepare proposals, lease offers, term sheets, and heads of agreement from templates.
• Record and circulate meeting minutes.
• Liaise with solicitors and tenants to follow up on documentation and progress.
• General Business Administration to ensure the smooth operation of the business
• Perform occasional personal admin tasks.

2. Sales & Project Support

• Organise and track correspondence, files, and project progress across developments.
• Create and maintain a master project and contact database (Excel or CRM).
• Conduct online research and targeted lead generation (e.g., identifying tenants by category or location).
• Contact businesses to confirm key decision-maker contact details.
• Prepare and issue EDM campaigns and marketing email s.
• Track follow-ups with potential tenants and maintain communication logs.

3. Systems & Process Improvement

• Map and document current administrative processes.
• Recommend and assist with the setup of a CRM or central tracking system.
• Create simple reporting templates (e.g., weekly leasing activity, lead status, pending documents).
• Assist in standardising document templates and file naming structures within Dropbox.

4. Marketing Support

• Update project marketing materials and brochures (basic content updates).
• Coordinate external suppliers such as designers, photographers, and copywriters.
• Maintain Real Commercial listings and website updates.
• Manage LinkedIn or email banners when required.

Candidate Profile

• 3+ years’ experience in Executive Assistance, preferably in property, leasing, or project coordination.
• Experience in the retail property sector.
• Strong organisational skills with initiative to create order from unstructured systems.
• Excellent written and verbal communication in English.
• Highly proficient in Microsoft Office (Excel, Word, Outlook) and Dropbox.
• Confident in researching and verifying business contact information.
• Strong understanding of CRM tools.

Personal Attributes

• Strong attention to detail with excellent follow-through.
• Proactive problem-solver who can take initiative.
• Comfortable liaising with clients, tenants, and external stakeholders.
• Flexible, adaptable, and eager to learn.
• Reliable, trustworthy, and committed to long-term success with the business.

Key Success Factors

• High-quality executive and administrative support to the Director.
• Timely and professional communication with clients and stakeholders.
• Ability to balance EA responsibilities with marketing and sales support tasks.
• Ongoing commitment to continuous improvement and professional growth.