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Team Assistant, Leeds Office

Date: 26-Apr-2021

Location: Leeds, GB, LS1 2JZ

Company: Knight Frank

Reference No 11718 
Title Team Assistant, Leeds Office 
Type Permanent 
Salary Range Competitive
Division Commercial 
Sub Division UK Cities 
Department Leeds Commercial (10000238) 
Location Leeds 


Established in 1897, Knight Frank is the leading independent property consultancy in the UK offering agency and professional advice across Commercial, Residential and Rural sectors.


Headquartered in London, Knight Frank has more than 19,000 people operating from over 523 offices across 60 Territories.  These figures include Newmark Knight Frank in the Americas, and Douglas Elliman Fine Homes in the USA.   We are an independent consultancy with a partnership culture that puts our clients first. We provide market-leading advice and transaction support to investors, corporates and homeowners for their personal and business property needs. We back this up with industry-leading technology and market research.


The role


Our Leeds office is looking to recruit a highly motivated and proficient Team Assistant.  You will provide administration and secretarial support to our Leeds Commercial teams alongside the Office Manager. We are a small office with 40 colleagues and all members of the team work across different sectors, with a collaborative and team approach. The successful candidate will enjoy working in an office environment, which is fast paced, collaborative and focused on client service. Attention to detail, enthusiasm and dedication to deliver in a team environment are also key requirements for this role. 




Secretary & Office Administration Responsibilities

  • Diary management - Full control and maintenance of diaries, making appointments and arrangements for all meetings with clients and colleagues.
  • Document preparation, including handling of P&C information from digital dictation and copy typing– emails, letters, marketing brochures, reports, schedules, minutes, agenda’s and mail shots.
  • Filing/archiving, photocopying and confidential waste disposal.
  • Organisation of meetings and inspections.
  • Client management - Being up to date with current instructions to ensure that the best possible service is provided to clients and other internal departments.
  • Deal with clients visiting the office in a polite, helpful and confident manner.
  • Office branding and maintenance of KF image.
  • Preparing presentations using PowerPoint.
  • Pitching documents – assist in drafting and collating pitching material.
  • Recording and responding to customer enquiries.
  • Excel - maintaining schedules.
  • Database management.
  • Email management.
  • Ensuring all paper and electronic filing is carried out on a regular basis to maintain an up to date filing system and to comply with audit regulations.
  • Open and distribute departments post.
  • Corporate travel arrangements & booking.
  • Responsible for arranging and overseeing photography, floor plans, EPC, brochures and advertising of properties.
  • Marketing/PR.
  • Invoicing for all departments.


General Team Responsibilities:

  • First point of contact for the department.
  • Answering switchboard calls and dealing with clients/contractors/suppliers visiting the office
  • Make full and accurate notes of all conversations/ telephone messages and ensure that they are actioned or passed on without unnecessary delay.
  • Acting as an ambassador for the department head at all times and carrying out all personal assistant duties in a discreet, diplomatic and efficient manner.
  • Liaising with regional teams and support staff.


Entertainment /Events

  • Organise business generation events/functions


Systems & IT competence


  • Word (Advanced)
  • Mail Merge proficient
  • Excel
  • PowerPoint
  • Outlook
  • Audio – 60wpm+ (ideal not essential)


Particular Aptitudes/Skills Required


  • Experience in a similar secretarial/senior administrator role.
  • Ability to communicate with others in a professional and helpful manner, both face to face and on the telephone
  • Flexibility, adaptability and a co-operative attitude
  • Organised and calm under pressure
  • Able to multi-task and prioritise workload
  • Good standard of English grammar, spelling and takes pride in presentation of work
  • Diligent and efficient
  • Punctual, hardworking, resilient and self-motivated
  • Well-presented and a good communicator
  • Able to take initiative and be pro-active




To view other vacancies within the Knight Frank Group click here.