We are seeking a highly organised, discreet, and proactive Personal Assistant for one of our clients operating in the manufacturing industry to support the Executive Director. Operating on a 25-hour work week, you will act as a key point of contact between the Executive Director and internal/external stakeholders. You will provide comprehensive administrative and operational support to ensure the smooth functioning of the executive's schedule and strategic priorities, handling ad hoc requests to enable the Executive Director to focus on high-level business objectives.
Key Responsibilities:
- Manage and coordinate the Executive Director’s complex calendar, schedule meetings, appointments, and organise all travel arrangements.
- Act as the primary liaison between the executive and internal/external clients. Screen incoming communications (phone calls, emails, mail), prioritise responses, and handle requests and queries appropriately to ensure prompt and professional communication.
- Coordinate logistics for meetings, including venue booking, equipment setup, and catering arrangements. Attend executive meetings to take accurate dictation and minutes, ensuring follow-up on critical action items.
- Prepare, organise, and produce documents, reports, presentations, and correspondence. Maintain an organized filing system for both digital and physical documents.
- Create and manage complex spreadsheets for data tracking, analysis, and reporting. Utilise advanced Excel functions to analyse trends, assist in budget preparation, and prepare project reports to update stakeholders as required.
- Support project management tasks and track deadlines for strategic initiatives. Source office supplies, track and process expenses for accurate reporting, and manage day-to-day administrative duties.
- Maintain strict confidentiality and ensure the security of sensitive information at all times.
Requirements:
- Candidates must already be working in Malta.
- Local working experience is needed.
- Strong verbal and written communication abilities in both Maltese and English.
- Exceptional organizational and time-management skills.
- Ability to multitask, prioritize daily workload, and work under pressure.
- High level of discretion and professionalism.
- Ability to work independently and as part of a team.
- Proficiency in MS Office tools.
- Proficiency in Microsoft Excel at an advanced level (e.g., creating formulas, pivot tables, data analysis).
Education & Experience:
- Prior local experience as a Personal Assistant, Executive Assistant, or a similar role supporting senior executives is a must.
- An administration background would be an asset.
- A Level Standard of Education as a minimum.
- Qualifications in Business Administration or a related field is a plus.
- Flexibility to adapt to changing priorities and schedules.
Additional Notes:
Please note that this is an urgent vacancy with a short hiring timeline. As a result, we are currently seeking candidates already based in Malta who have the legal right to work without requiring a new work permit or a work permit transfer.
Working Hours: 25 hours per week
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.
