Our client, a leading company in Real Estate, is looking to onboard an Executive Assistant & Operations Coordinator to directly assist and support the Managing Director.
Responsibilities
- Manage the Managing Director’s calendar, including scheduling meetings and coordinating travel arrangements
- Act as a key liaison between the Managing Director and internal/external stakeholders, ensuring effective communication and follow-up
- Support procurement activities by sourcing quotes, placing orders, and tracking deliveries to ensure timely fulfilment
- Perform basic bookkeeping tasks, including recording transactions, processing invoices, and reconciling accounts
- Monitor cash flow and financial transactions, providing regular updates and insights
- Prepare detailed reports and presentations using Excel and other relevant tools
- Leverage AI tools to automate and streamline administrative tasks, with training provided where necessary
- Serve as the gatekeeper for the Managing Director’s time by evaluating and prioritizing incoming requests, communications, and decisions
- Provide weekly financial reporting support to the Managing Director, ensuring timely and accurate data
- Coordinate and manage meetings on behalf of the Managing Director
- Prepare and distribute agendas based on input from relevant stakeholders
- Organize meeting logistics and follow-up as needed
- Enhance operational efficiency by improving workflows related to key processes such as permit applications and contractor onboarding
- Track and coordinate timelines to meet critical deadlines, aligning the Managing Director’s schedule with project milestones to ensure smooth execution
- Maintain and organize CRM and workflow systems to support business operations
- Submit a daily end-of-day report summarizing the confirmed schedule and key action items for the following day
Requirements
- Excellent verbal and written communication skills in both English and Maltese
- Excellent organizational, record-keeping and filing skills
- Able to communicate and liaise effectively with internal teams and external contacts
- Ability to multitask and manage time efficiently under pressure
- Flexibility to handle urgent or out-of-hours tasks
- Previous experience in Real Estate will be given preference
Job Reference: HH194
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.
