Administrative Assistant

Our client is looking to onboard an Administrative Assistant to ensure the seamless coordination of executive-level administrative, reporting, and operational activities. The successful candidate will play a key role in supporting the efficiency and effectiveness of the Chairperson’s office while maintaining the highest standards of professionalism and confidentiality.

Responsibilities

• Provide comprehensive support to the Personal Assistant in managing the Chairperson’s schedule, meetings, and priorities
• Assist in the preparation of agendas, presentations, briefing papers, and executive correspondence
• Attend meetings, record minutes, track action items, and follow up on key deliverables to ensure timely completion
• Prepare and maintain reports, dashboards, and presentations using Microsoft Excel, PowerPoint, and other relevant tools
• Analyze and manage data to support informed decision-making and strategic initiatives
• Ensure the accuracy, consistency, and timely delivery of reports and management information
• Support the planning and execution of high-level events, meetings, and internal initiatives
• Coordinate attendee lists, RSVPs, logistics, attendance records, and post-event follow-ups
• Prepare supporting documentation, including briefing packs, stakeholder databases, meeting summaries, and action trackers
• Serve as a key point of contact between the Chairperson’s office and internal and external stakeholders
• Handle sensitive and confidential information with discretion and professionalism
• Monitor pending matters, ensuring timely communication, follow-ups, and adherence to deadlines
• Maintain organised filing systems, records, and documentation in line with best practices
• Support the smooth day-to-day operations of the Chairperson’s office
• Coordinate travel arrangements, meeting logistics, and other administrative requirements
• Identify opportunities to improve administrative processes and enhance operational efficiency

Requirements

• Previous experience in a senior administrative support role, preferably within a corporate, executive, or board-level environment
• Strong organisational and time management skills
• Advanced proficiency in Microsoft Excel and PowerPoint
• Excellent written and verbal communication skills in both Maltese and English
• High level of discretion and professionalism
• Ability to multitask and work under pressure
• Strong attention to detail and problem-solving skills  

Why Join?

• Work closely with senior leadership in a high-impact role
• Gain exposure to strategic projects and decision-making
• Be part of a dynamic and professional environment
• Opportunity to grow within an executive support function

Job Reference: JP634