Executive Assistant

Our client a company specializing in Citizenship and Residency is seeking an Executive Assistant to the MD

Responsibilities

• Support Managing Director (MD) with business administration in general, including communications, help prepare for meetings and take minutes, prepare reports, proposals, agreements, and follow-ups, manage and organise schedules for MD,
• To be involved in all aspects of the business, as and when required,
•  Use various software, including Word, Excel, PowerPoint, Outlook, CRM and G-Suite to prepare, process and sort information. Assist MD in staying on top of emails, calendar appointments, making travel arrangements, and assisting with personal tasks,
• Support MD to prepare for conferences, and assist with event planning,
• Support MD and Relationship Managers (RM) with Business development initiatives,
•  Maintain and update client filing, inventory, mailing, and database systems,
• Handle clients’ property management and financial administration, coordinating  third-party providers, and keeping updated transaction records,
• Take a lead role in general administrative activities, and perform office duties that include ordering and managing supplies, maintaining a records database,
• Assist with basic bookkeeping, filing, retrieving corporate records, and documents,
• Supporting MD with business administration, supporting the entire team and operations in all aspects of the business functions, managing ad hoc special projects and assigning specific functions, promoting the services and representing the interests of the Group,
• Be involved during client and; agent visits, support MD and RMs with coordinating schedules; itineraries, and other ad-hoc activities, such as facilitating school enrolments of clients’ kids
• Conduct work meticulously, maintain the highest level of professionalism and confidentiality,
• Keep MD up to date with activities that you are directly and/or indirectly involved in and accountable for,
• Be available at times outside of working hours, when needed, due to the MD’s ad hoc schedule and travelling in different time zones,
• Take on board any other duties that the MD may assign to you, including projects that you will take full ownership of and report back on progress accordingly,
• Conduct research and collect data to prepare material documents and reports for review, presentations, content for social media, etc.
• Adhere to deadlines, be punctual, and drive a personal car to deliver confidential documents.

Skill-sets and Requirements

• Must have minimum 5 years’ experience supporting a Business Executive MD/C-level &/or managing business functions. Problem solving, efficient at following up and completing tasks without supervision.
• Excellent Planning, Organisational and Administrative skills
• Proficient in Microsoft Office
• Very good verbal and written English
• Social media savvy to manage social media account and post content
• Knowhow in bookkeeping is considered a plus
• Driving Licence and own Car
• Currently living in Malta

Job Reference: VU378