Our client within the construction industry is seeking an Assistant to the CEO's Office Senior Manager to provide administrative and coordination support, ensuring the smooth day-to-day operation of the CEO's Office. The role involves managing diaries, correspondence, meetings, documentation and deadlines, while supporting effective communication and follow-up across the organisation.
The Main Responsibilities include:
- Diary & Correspondence: Manage the CEO's diary, coordinate appointments and handle incoming correspondence and requests.
- Meeting Coordination: Organise meetings, prepare agendas and documentation, take minutes and follow up on action points.
- Document Control: Maintain organised records, filing systems and departmental registers.
- Deadline Management: Monitor and follow up on deadlines relating to acquisitions, notaries and legal notices, escalating potential delays promptly.
- Administrative Support: Update records and registers, track approved departmental overhead expenditure and record relevant details.
- Communication & Coordination: Direct requests to the appropriate stakeholders and ensure matters requiring senior management attention are escalated promptly.
Working Hours:
Monday - Friday, 8AM - 5PM
Requirements
- Previous experience in an administrative, executive assistant or office coordination role.
- Strong organisational and time-management skills, with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- High attention to detail and the ability to handle confidential documentation professionally.
- Proficiency in Microsoft Office and general administrative systems.
- A proactive, dependable and organised approach, with the ability to work independently and follow up on outstanding matters.
Administrative Jobs & Clerical Jobs in Malta both aim to provide clerical and administrative support to businesses. Jobs in administration and clerical roles include admin, accounts administration, clerk, customer support, front office, office support, personal assistant and secretary roles.
