Executive Assistant and Facilities Co-ordinator

Morea House; Wes-Kaap; On-site; ZAR 30 000 - 60 000; Full time

Job summary

An established industry player is seeking a Facilities & Executive Assistant to ensure seamless corporate operations while providing high-level support to senior executives. This dual-role position requires a proactive, detail-oriented professional adept at managing office operations and vendor relations. You will oversee daily facility operations, manage relationships with service providers, and ensure compliance with health and safety regulations. Additionally, you will provide executive support through calendar management, meeting coordination, and communication with stakeholders. If you thrive in a dynamic environment and possess strong organizational and communication skills, this opportunity is perfect for you.

Qualifications

• 5+ years of experience in facilities management and/or executive support.
• Strong organizational skills with the ability to manage competing priorities.

Responsibilities

• Oversee daily operations of office facilities ensuring a safe and efficient work environment.
• Provide high-level administrative support to senior executives including calendar management.

Skills

Facilities Management

Executive Support

Organizational Skills

Communication Skills

Problem-Solving

Budget Management

Education

5+ years of experience in facilities management or executive support

Tools

Microsoft Office Suite

Facility Management Software

Job description

Job Summary :

The Facilities & Executive Assistant is a dual-role position responsible for ensuring the seamless operation of corporate facilities while delivering high-level administrative support to senior executives. This role requires a proactive, highly organized, and detail-oriented professional who can efficiently manage office operations, vendor relations, and executive support tasks to maintain superior standards in workplace functionality and executive assistance.

Facilities Management Responsibilities :

• Oversee daily operations of office facilities to ensure a safe, efficient, and well-maintained work environment.
• Manage relationships with service providers, vendors, landlords, and contractors for building maintenance, repairs, security, and janitorial services.
• Develop and implement facility management policies, procedures, and best practices to optimize office space utilization and cost efficiency.
• Monitor and maintain office equipment, ensuring timely servicing, repairs, and replacements as necessary.
• Ensure compliance with health, safety, and environmental regulations, conducting regular inspections and audits.
• Manage office moves, renovations, and workspace reconfigurations as needed, beginning to end.
• Maintain inventory and procurement of office supplies, furniture, and equipment.
• Develop and manage facility budgets, tracking expenses and negotiating cost-effective contracts.
• Implement and oversee emergency preparedness and business continuity plans.
• Act as the primary point of contact for building management issues and resolutions.

Executive Assistant Responsibilities :

Provide high-level administrative support to senior executives, including calendar management, meeting coordination, and travel arrangements.

Prepare and edit correspondence, reports, presentations, and other executive materials.

Serve as the liaison between executives and internal / external stakeholders, ensuring smooth communication and follow-ups.

Handle confidential information with discretion, professionalism, and integrity.

Organize and prioritize executive tasks, ensuring timely completion of critical projects and commitments.

Schedule and coordinate executive meetings, including preparing agendas, taking minutes, and tracking action items.

Assist in organizing company events, board meetings, and investor presentations.

Manage expense reports, reimbursements, and other financial documentation for senior executives.

Conduct research and provide support for strategic initiatives as required by the executives.

Ensure a seamless and efficient work environment for executives by anticipating their needs and providing proactive support.

The duties outlined serve as a guideline and may include additional responsibilities as required.

Recommended Qualifications & Skills :

5+ years of experience in facilities management and / or executive support, preferably in a corporate or real estate or property environment.

Strong organizational and multitasking skills, with the ability to manage competing priorities effectively.

Excellent communication and interpersonal skills for liaising with vendors, executives, and staff.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and facility management software.

Strong problem-solving skills and the ability to work independently with minimal supervision.

Knowledge of health and safety regulations, contract negotiations, and budget management.

High level of discretion and professionalism in handling confidential and sensitive information.

Ability to thrive in a fast-paced, high-pressure environment with changing priorities.