Executive Assistant -Integrated Facility Services

Transguard is now looking to recruit an Executive Assistant for our Integrated Facility Services (IFS) division. The job holder will act as the point of contact between the executives and internal or external colleagues, organising meetings and booking meeting rooms. He/she will also be in charge of handling correspondence directed to managers and making travel arrangements and detailed travel itineraries.

In this role your responsibilities include the following:

• Preparing facilities for scheduled events.
• Ordering office supplies and replacements, as well as managing mail and courier services.
• Observing best business practices and etiquette.
• Preparing financial statements, reports, memos, invoices letters, and other documents.
• Reporting to Senior Management and performing secretarial and administrative duties.
• Typing, formatting, and editing reports, documents, and presentations.
• Copying, scanning, and faxing documents, as well as taking notes.  Scheduling appointments, maintaining an events calendar, and sending reminders
• Maintaining documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
• Creating PowerPoint presentations from recorded notes or minutes of meetings / agenda.
• Entering data, maintaining databases, and keeping records.  Liaising with vendors for scheduled events and arranging refreshments and décor.
• Managing internal and external correspondence on behalf of senior management.
• Liaising with internal departments, answering calls, and making travel arrangements.

The ideal candidate will have the following skills and experience:

• Certification in secretarial work, office administration, or related training
• Exceptional interpersonal skills
• Advanced typing, note-taking, recordkeeping, and organisational skills.
• Experience with branding and communication
• Ability to multitask and priorities tasks
• Excellent time management skills
• Well-developed organisational skills
• Attention to detail
• Great verbal and written communication skills
• Professional discretion