Executive Assistant

In this independent role, you are tasked to provide high-level executive assistance, operational coordination, and deal administration support for the Directors of an expanding property investment firm. Availability: Starting at 2 to 5 hours per week on a flexible remote basis, with scope to scale up as portfolio transactions and business operations expand.

The primary objective of the role is to bring structured order to executive workflows, manage busy Director diaries, maintain meticulous accuracy across property deal spreadsheets and entity trackers, chase time-critical conveyancing and banking documentation, and establish clean operational systems and SOPs across Google Workspace and project management tools.

Contract Term Initial engagement: Starting at 2–5 hours per week (scalable as business volume grows) Work arrangement: Fully Remote (Work from Home; contractor must have a dedicated home office setup) Schedule: Flexible, managing asynchronous updates and aligning with UK working hours and transaction milestones Contract type: Independent Contractor Scope of Services

1. Executive Support & Diary Management The contractor will: Coordinate and manage Director calendars, proactively resolving scheduling overlaps and protecting strategic focus blocks. Issue timely briefing notes and reminders for critical investor discussions, solicitor consultations, and lender deadlines. Review asynchronous inputs (converting voice notes, emails, and chat messages) into prioritized daily and weekly action lists.
2. Property Deal & Conveyancing Administration The contractor will: Collate, organise, and track critical transaction documentation, including Memorandums of Sale, valuation reports, loan agreements, and Deeds of Trust. Maintain an active log of outstanding solicitor, broker, and lender inquiries to prevent completion delays. Update property tracking spreadsheets, financial summaries, and entity ownership structures with absolute numerical precision.
3. Operations, Systems & Process Improvement The contractor will: Set up, structure, and administer centralized project and task-tracking systems (e.g., Asana, Trello, or Google Workspace). Enforce standardized naming conventions and logical folder hierarchies across Google Drive. Identify administrative friction points and document repeatable Standard Operating Procedures (SOPs) to streamline operations.
4. Investor Relations & Digital Visibility Support The contractor will: Maintain and update investor relationship databases and contact registries. Assist in assembling presentation collateral, slide decks, and executive summaries for investor masterminds and property networks. Gather completed project milestones, photos, and deal case studies from the Directors to format and schedule across social media channels. Deliverables The contractor will provide: Weekly Deliverables Master property deal tracker update reflecting active conveyancing stages, outstanding legal queries, and lender requirements. Reconciled task board (Asana/Trello) detailing action items derived from Director notes and voice memos. Forward-looking diary agenda confirming upcoming investor calls, completion dates, and key meetings. Social media schedule draft featuring completed deal milestones and portfolio updates. Monthly Deliverables Comprehensive operational and administrative progress report detailing deal velocity, closed transactions, and active pipelines. Google Drive and document repository audit ensuring complete compliance with standardized naming conventions and folder structures. Documented SOPs for recurring administrative and conveyancing tracking workflows. Investor contact register reconciliation and engagement summary.

Requirements

Required Skills

& Experience The contractor should demonstrate: Proven track record as an Executive Assistant, Personal Assistant, or Operations Coordinator, preferably within property investment, real estate, or development. Strong numerical literacy and exceptional attention to detail when auditing legal contracts, property spreadsheets, and banking schedules.

Advanced proficiency in Google Workspace (Sheets, Docs, Drive) and modern task management tools (Asana, Trello, or equivalent). Proven ability to operate autonomously in an asynchronous remote environment, converting high-level briefs into organized execution. Superior written and verbal English communication skills suitable for interfacing with legal, finance, and investment professionals.

Fully equipped home office environment with a reliable computer, secure backup systems, and high-speed internet. Preferred Experience & Attributes Preference will be given to candidates with: Systems-driven mindset with a passion for designing structured, repeatable operational frameworks. Demonstrated composure and accuracy when managing multiple fast-moving conveyancing deadlines simultaneously.

Working familiarity with UK property conveyancing terminology, bridging finance, or commercial property lending processes. Experience with light social media content scheduling and basic presentation formatting.

Benefits

Flexible, part-time remote contract starting at 2–5 hours per week, with opportunity to scale hours as the role grows. Fully remote flexibility working aligned with UK time zones. Opportunity to work closely with ambitious property entrepreneurs and shape the operational foundation of a growing portfolio.