Executive Assistant

About EFS

Established in 2001, EFS Group is a global leader in integrated facilities management services with 75 service lines under 15 business verticals, and operations across 23 international markets. Creating sustainable value for clients and communities, the group delivers disruptive solutions that cater to some of the industry's most complex needs, spanning sectors including infrastructure and security as well as hospitality and leisure. Home to 25,000 employees from different cultural and professional backgrounds across 30-plus offices, EFS prioritizes embracing and empowering its workforce. EFS is an ISO-certified, award-winning, and credible choice among multinational companies, and government agencies as well as maintaining its reputation and trust working with 500 fortune companies.

EFS Group is a people-first organization that prioritizes employee well-being and fosters a diverse, inclusive work environment for career advancement through tailored learning and development programs. With a focus on client retention, innovation, and digital transformation, EFS Group is a trusted and agile facilities management services provider,

offering a comprehensive portfolio of solutions, including technical operations, maintenance, soft services, and sustainability initiatives. Our commitment to excellence, compliance, and delivering maximum value to clients and stakeholders sets us apart in the global facilities management industry.

Purpose of the role:

The Executive Assistant plays a pivotal role in managing the personal and sensitive aspects of the Senior Management, ensuring meticulous coordination and management of personal contacts, accounts, and joinery team coordination.

This role is critical in facilitating the Senior Management focus on strategic leadership by handling the nuances of personal administration with discretion and efficiency. This role significantly impacts the efficiency and effectiveness of the Senior Management office, contributing to the broader success of the organization.

The role includes but is not limited to:

Personal Affairs Management:

Maintain and update the Senior Management personal and professional contacts, ensuring seamless connectivity and communication.

Manage personal bank accounts and perform credit card reconciliations for both the Senior and company corporate credit cards.

Coordinate the Senior Management travel advances, expense claims, medical appointments, and insurance matters with utmost precision and confidentiality.

Oversee the work of the Senior Management residence housekeeping and joinery teams, ensuring the distribution of work orders, availability of materials, maintenance of machinery, and timely submission of job cards to finance.

Office and Administrative Support:

Handle corporate office supplies and stationery ordering, ensuring all inventory is up to date and managed effectively.

Manage meeting room bookings and corporate office guest hospitality, providing a welcoming and professional atmosphere.

Oversee courier bookings and manage related payments, ensuring efficient document dispatch and financial prudence.

Support C-suite leadership by uploading visa documents in the system and handling confidential information securely and responsibly Interdepartmental Coordination.

Qualification / Experience

Education Bachelor's (Business) degree minimum Experience 5-8 years of experience in a similar role Exceptional ability in personal affairs

Industry: Facilities Management / Projects / Technical Consulting / Real Estate Management / Community Management / Construction / Previous Role: Assistant/Executive Secretary/ Secretary

Knowledge & Key Skills

Exceptional ability in personal affairs management, showcasing attention to detail and confidentiality

Proficiency in financial management including reconciliations, budget adherence, and vendor negotiations.

Strong organizational and time management skills to handle complex schedules and tasks

Expertise in office management software and tools for effective communication and record-keeping.

A proactive and empathetic approach to team coordination and client experience management

Excellent Proficiency in managing schedules, documents, and tasks with precision and

attention to detail.

Strong written and verbal communication skills to effectively interact with clients, colleagues, and stakeholders.

Efficiently prioritize tasks, meet deadlines, and manage the executive's time effectively.

Familiarity with office software and communication tools to support administrative tasks and streamline office operations.

Understanding of office procedures, administrative processes, and resource management.