Executive Assistant

We are seeking a highly organised and proactive Executive Assistant to support the Office of the Chairperson. Reporting directly to the PA to the Chairperson, this role plays a key part in ensuring the smooth coordination of administrative, reporting, and operational activities at executive level.

What You’ll Be Doing

Executive & Administrative Support

• Support the Personal Assistant in managing the Chairperson’s schedule, meetings, and priorities
• Assist in preparing agendas, presentations, and briefing materials
• Take minutes, track actions, and follow up on key deliverables

Data Management & Reporting

• Prepare reports, dashboards, and presentations using Excel and other tools
• Maintain and analyse data to support decision-making
• Ensure accuracy, consistency, and timely delivery of reports

Project & Events Support

• Assist the PA with preparation for high-level events and internal activities
• Manage lists, RSVPs, attendance sheets, follow-ups and logistics coordination
• Prepare supporting documents such as briefing packs, stakeholder lists and meeting notes

Communication & Liaison

• Act as a point of contact between the Chairperson’s office and internal/external stakeholders
• Maintain professional and confidential handling of sensitive information
• Ensure timely follow-ups on pending matters and deadlines

Office Organisation & Coordination

• Maintain structured filing systems and documentation
• Ensure smooth day-to-day running of the Chairperson’s office
• Support travel arrangements, logistics, and meeting coordination
• Contribute to improving administrative processes and efficiencies
  

What We’re Looking For

• Previous experience in an Executive Assistant / PA / Office Support role, ideally in a corporate or executive 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