Personal Assistant

Our client who specializes in the Luxury Retail industry is looking for a Personal Assistant. Your roles and responsibilities will include: 

• Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements
• Prepare and organise documents, reports, and presentations for meetings
• Handle correspondence, including emails and phone calls, ensuring prompt and professional responses
• Create and manage complex spreadsheets for data tracking, analysis, and reporting.
• Utilise advanced Excel functions, including VLOOKUP, pivot tables, macros, and conditional formatting, to process and present data effectively.
• Analyse trends and provide insights based on Excel data models.
• Assist in planning and monitoring the progress of projects, ensuring deadlines are met.
• Prepare project reports and update stakeholders as required.
• Maintain an organised filing system for digital and physical documents.
• Ensure confidentiality and security of sensitive information.
• Coordinate logistics for meetings, including venue booking, equipment setup, and catering arrangements.
• Take accurate minutes during meetings and distribute them to relevant parties.
• Act as a liaison between the executive and internal/external stakeholders.
• Handle ad hoc requests and resolve issues proactively, enabling the executive to focus on strategic priorities.
• Track and process expenses, ensuring accurate reporting and timely submission.
• Assist in budget preparation and monitoring.

Requirements

• Strong organisational and time-management skills with the ability to multitask effectively
• Proficiency in Microsoft Excel at an advanced level (e.g., creating formulas, pivot tables, data analysis)
• Ability to work independently and as part of a team
• Excellent communication in English and Maltese

Education and Experience

• Proven experience as a Personal Assistant, Executive Assistant, or similar role
• Flexibility to adapt to changing priorities and schedules

Job Reference: LN448