Executive PA / Office Manager / Marketing Coordinator

OFFICE BASED

My client is a dynamic and growing real estate investment and development company, principally focused on the refurbishment and redevelopment of 'end-of-life’ buildings.

Job Overview

My client is seeking a highly capable Executive PA / Office Manager / Marketing Coordinator to support the CEO and contribute to the efficiency and professionalism of the business. This is a pivotal role requiring exceptional organisational, administrative, and communication skills.

This multifaceted position combines executive assistance, office management, and marketing coordination. The successful candidate will directly support the CEO, manage the day-to-day office environment, and coordinate marketing initiatives to ensure the company’s professional image and operational effectiveness.

Key responsibilities

Executive PA Duties:

• Act as the primary point of contact for the CEO (Mark Swetman), managing internal and external communications with discretion.
• Manage the CEO’s diary, scheduling meetings, appointments, and travel arrangements efficiently.
• Oversee the CEO’s inbox, ensuring prompt responses, prioritisation, and confidentiality.
• Prepare and edit reports, presentations, and correspondence with a focus on clarity, consistency, branding and professionalism.
• Coordinate key internal and external team communications on behalf of the CEO.

Office Management Duties:

• Oversee the daily operations of the office, ensuring a professional, productive, and welcoming environment.
• Manage office supplies, equipment maintenance, and service contracts.
• Take ownership of any office moves (imminent), including logistics, supplier coordination, and workspace optimisation.
• Implement and maintain organisational processes that promote efficiency and collaboration across the business.

Marketing Coordination:

• Support the delivery of marketing materials and initiatives as required.
• Produce branded documents and marketing collateral using tools such as InDesign and MS Office, ensuring design consistency and quality.
• Assist in the preparation of investor presentations, proposals, and event materials.
• Help manage the company’s website updates and content where needed.
• Coordinate corporate events and ensure they reflect the company’s values and professionalism.

Candididate Profile

Skills & Competencies Required:

• Highly Organised: Proven ability to manage multiple tasks and prioritise effectively under pressure.
• Exceptional Communication: Strong written and verbal skills; able to represent the CEO and company professionally.
• Confidentiality: Trustworthy with sensitive information and able to handle matters discreetly.
• Attention to Detail: Exceptional document formatting, proofreading, and presentation skills.
• Technical Proficiency: Advanced skills in MS Office Suite (Word, PowerPoint, Excel) and InDesign. Familiarity with AI tools for enhanced productivity is an advantage.
• Proactive & Adaptable: Able to anticipate needs, identify process improvements, and take initiative.
• Team Player: Collaborative mindset while maintaining autonomy in tasks.
• Professionalism: Articulate, presentable, and capable of dealing with senior stakeholders effectively.

Qualifications & Experience:

• Experience as an Executive Assistant, Office Manager, or Marketing Coordinator in a professional services or real estate environment preferred.
• Experience managing complex schedules and high-level executive support functions.
• Strong document production and design experience (e.g., InDesign, Canva, or similar).
• Experience managing office relocations or overseeing workplace improvements advantageous.