Administrative Assistant Trainee

Company Overview

Savills Investment Management (Savills IM) is an international real estate investment management firm which is majority owned by Savills plc, the global real estate services group. The firm has over 30 years’ experience, with over 350+ staff employed in 15 locations across 12 countries in Europe and Asia.

Our purpose is to build prosperity by investing in resilient real assets. Our vision is to be a trusted investment manager, respected for our expertise in restorative Real Estate investment enabling people, communities and ecosystems to thrive.

Working at Savills IM

We are a people business, relying on our people for their expertise, skills and judgement. We look for a bright, diverse workforce, one that is forward looking, entrepreneurial in spirit and is passionate about creating sustainable future for our planet.

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. We have several employee led forums which provide support and guidance around Diversity & Inclusion such as LGBTQ+, Age, Gender and Disability.

Job Purpose

Alongside another Administrative Assistant, provide comprehensive administrative support to the London based Investment, Fund Finance, ESG teams and the Head of London Business Support and the Senior Business Assistants, ensuring the smooth day-to-day running of the office and effective coordination of meetings, travel, documentation and systems.

Programme Information

You will join as a trainee as part of the Investment20/20 programme . The Investment20/20 programme has over 60 investment management member firms and has supported over 2,500 young people to start their career in the industry.

As an Administrative Assistant Trainee, you will be introduced to investment management and you will gain industry knowledge, experience and develop relationships to progress your career and develop skills to secure a permanent role. As part of the Investment20/20 programme, you will have opportunities to meet and network with over 300 trainees across the industry and participate in socials and insight events.

Our trainee programme is a 12-month fixed term contract with a competitive salary and will receive 25 days annual leave. This role is based in London in the Savills Investment Management office in Margaret Street near Oxford Circus and will be 5 days per week in the office.

The Team

The Savills Investment Management London Business Support team consists of 5 employees, supporting c.120 employees of which are 8 Senior Management based in London. You will have the opportunity to work closely with team members. This will be a great opportunity to gain first-hand knowledge and experience of the administration function.

At Savills Investment Management career progression is important to us, so we will continue to invest in your development to enable you to have the skills and knowledge to progress within the business. Following successful completion of your traineeship, if there is an opportunity to provide you with a permanent role in the business we will seek to ensure to continue the development of your career in corporate finance.

Role Responsibilities

Responsibilities and tasks include, but are not limited to:

· Manage and distribute all incoming post (twice daily) and scanning documents where necessary

· Support management of the London Facilities inbox, responding or escalating queries

· Book couriers (domestic and international)

· Prepare payment authorisation forms (PAF), including the collation of invoices and approvals

· Prepare monthly company Amex reconciliation and out of pocket expenses claims using online tool (Concur)

· Handling and screening of telephone calls, taking detailed & accurate messages and passing on to the correct members of staff

· Book desk space using online tool (Skedda)

· Ad-hoc office support tasks including printing, binding, photocopying, scanning, memberships and magazine subscriptions

· Amend, format and combine documents using the relevant software (Adobe Pro)

· Upload documents for signature using online tool (DocuSign)

· Assist with travel bookings providing flight and hotel options using Reed & Mackay (domestic and international)

· Assist with meeting organisation including event planning and external meeting co-ordination/set up

· Book meeting rooms using online tool (Eptura/Condeco)

· Carry out document translation using relevant tools

· Support onboarding and offboarding process for new joiners/leavers

Job Requirements
· Self-starter with a proactive and ‘can do’ attitude, willingness to learn and develop their skills and knowledge

· Good written and spoken English

· An excellent team player who works for the benefit of the team as a whole

· A good communicator, both oral and written, with the ability build rapport across the business

· Approachable and friendly

· Good attention to detail and organisational skills

· Ability to manage priorities

· Good working knowledge of Microsoft Office packages: Outlook, Word, PowerPoint

· Demonstrable typing skills (QWERTY keyboard)

PLEASE NOTE:

The purpose of these questions is to give applicants an opportunity to share their personal experiences and thought processes with the hiring manager.

Your application will not be considered if you do not answer the questions.

The use of AI

We know that AI is an increasingly useful tool and we’re happy for you to use it to research and help form an answer, but you should not submit wholly AI generated answers. This will be checked.

Key Dates

· Online applications close Friday 20 March 2026

· Start date ASAP

Please note we recruit on a rolling basis and the role may close before the stated date so you are advised to apply early.

Application Process

The interview process will consist of 2 interviews (1 in person, 1 virtual) with various members of the Business Support and HR teams. The first stage interview will include a short exercise to assess your organisational skills, you will be emailed the exercise the night before your interview.

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.