Our esteemed client is looking to recruit an Executive Assistant to assist the General Manager and the Executive team.
Job Outline:
The Executive Assistant offers high-level administrative support to the Managing Director, playing a vital role in ensuring the efficient management of their schedule and responsibilities. This position requires a high degree of discretion, dependability, and the ability to handle complex tasks while effectively prioritising in a dynamic, fast-paced environment.
Duties & Responsibilities:
- Champion a positive Safety Culture by actively promoting, communicating, and implementing the organisation’s safety and quality policies;
- Ensure full implementation, maintenance, and continuous improvement of all elements of the Safety Management System (SMS) by fulfilling responsibilities as outlined in the SMS manual;
- Manage the Managing Director’s calendar, including scheduling meetings, appointments, and travel to ensure effective use of time;
- Optimise daily schedules by appropriately balancing professional and personal commitments;
- Provide timely reminders and, where necessary, prepare briefings to ensure the Managing Director is well-prepared and punctual for tasks, deadlines, and meetings;
- Handle all incoming and outgoing communications, including emails, phone calls, and correspondence, prioritising and summarising content to support efficient decision-making;
- Serve as the key gatekeeper for all communication directed to the Managing Director, ensuring relevance and priority;
-Draft, review, and edit correspondence, reports, internal memos, and presentations to ensure accuracy, clarity, and a professional standard;
- Plan and coordinate meetings by managing logistics such as venue bookings, agenda preparation, material distribution, and minute-taking to ensure clear documentation of discussions and actions;
- Follow up on meeting action items to track timely progress and provide status updates as required;
- Arrange and manage travel logistics, including flights, accommodation, and itineraries, ensuring cost-effectiveness and seamless execution;
- Prepare and collate necessary documentation and briefing materials for business trips to support the Managing Director’s objectives;
-Support project management activities, including tracking deadlines, coordinating resources, and facilitating stakeholder communication;
- Compile data and develop reports and presentations for project updates and strategic reviews;
- Act as a liaison between the Managing Director and Department Heads to promote alignment and effective communication in pursuit of strategic goals.
- Monitor progress on departmental deliverables, following up to ensure timely completion in line with organisational objectives;
- Support monthly budget review processes by tracking submissions and revisions, ensuring financial alignment and compliance with targets;
- Oversee the maintenance and accuracy of Key Performance Indicators (KPIs), ensuring timely updates to performance dashboards and supporting strategic reviews;
- Coordinate and execute corporate events, overseeing all logistical aspects such as venue selection, guest lists, catering, and overall event delivery to uphold organisational standards;
- Serve as the first point of contact for the Managing Director, managing access and prioritising engagements to safeguard productivity and focus;
- Handle inquiries and requests with professionalism, discretion, and sound judgment, escalating only when appropriate;
- Assist with personal matters for the Managing Director, including scheduling personal or family appointments, with tact and confidentiality;
- Support general office operations, liaising with suppliers, managing inventories, and maintaining an organised and productive workspace;
- Manage sensitive and confidential information with the highest level of integrity and discretion;
- Provide flexible, ad-hoc support to the Managing Director, including research, analysis, and coordination of special projects;
- Undertake any additional responsibilities as assigned by the Managing Director in support of operational excellence;
Knowledge, Skills & Experience:
- Possess a Diploma (MQF Level 5) or equivalent qualification, preferably in administration, management, or a related field;
- A minimum of two years' experience in a comparable administrative or support role;
- Demonstrated ability to plan effectively and manage time efficiently;
- Strong attention to detail, a high level of personal commitment, and the ability to work collaboratively within a team;
- Excellent verbal and written communication skills in both English and Maltese;
- Proficient in word processing and IT, with advanced knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook;
- Capable of exercising tact and professionalism when handling diverse situations and interacting with various individuals;
- Able to perform well under pressure, manage multiple tasks, and adapt to changing priorities and tight deadlines;
- Proven ability to handle sensitive information with discretion and uphold strict confidentiality;
- Strong interpersonal skills and the ability to engage effectively with a wide range of internal and external stakeholders at all levels.
This is an active role within the company. An opportunity to work within a supportive team in a well-established company! Interested? Apply today!
If the above roles are not for you but know someone who might be interested, refer a friend to StreetHR and receive up to €300 upon successful placement. Terms and Conditions apply. Speak to us for more information on careers@streethr.com.mt