We are seeking an experienced and highly organized Executive Assistant to provide comprehensive support to the Managing Director and the Executive Team. The ideal candidate will be proactive, detail-oriented, and capable of handling a wide range of administrative and executive support tasks with professionalism and discretion. Additionally, this role will involve managing the Office Admin team to ensure smooth operations within the office.

Main Responsibilities

• Executive Support: Provide high-level administrative support to the Managing Director and Executive Team, including managing calendars, scheduling meetings, and making travel arrangements. Including managing the Corporate Calendar for Board & Committee meetings.
• Communication: Serve as the primary point of contact for internal and external stakeholders, including screening and prioritizing communications, responding to inquiries, and drafting correspondence on behalf of the executives.
• Office Administration: Manage the Office Admin team, including overseeing daily operations, assigning tasks, and providing guidance and support as needed. Ensure that office procedures are followed and that administrative tasks are completed efficiently. Manage and update Travel Insurance as per company requirements. Act as a back-up for the Office Manager.
• Meeting Coordination: Coordinate and prepare materials for meetings, including agendas, presentations, and reports.
• Information Management: Maintain accurate and up-to-date files, records, and databases. Organize and prioritize incoming information and legal documents, ensuring timely review, signature, and action by the executives.
• Project Support: Assist with special projects and initiatives as assigned by the Managing Director and Executive Team. Coordinate project timelines, resources, and deliverables to ensure successful completion.
• Confidentiality: Handle sensitive and confidential information with discretion and professionalism. Maintain confidentiality in all interactions and communications.
• Relationship Building: Cultivate positive relationships with internal and external stakeholders, including staff, clients, vendors, and partners. Represent the executives professionally in all interactions.
• Event Planning: Oversee, plan and coordinate corporate events, off-site meetings, and other activities as they arise. Manage logistics, vendor relationships, and budgets to ensure seamless execution.

Requirements:

• Diploma in Business Administration, Management, or related field preferred.
• Proven experience as an Executive Assistant or similar role, supporting C-level executives or senior management.
• Leadership experience required
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
• Proficient in spoken Maltese and English, with the ability to effectively communicate in both languages.
• Excellent communication and interpersonal skills, with the ability to interact effectively with individuals at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to maintain confidentiality and exercise sound judgment in all aspects of the role.
• Flexibility to adapt to changing priorities and deadlines in a fast-paced environment.
• Professional demeanor with a positive attitude and proactive approach to problem-solving.