Executive Assistant

2 weeks ago

Malta iTalent PLUS Full time €30,000 - €60,000 per year

Our client is seeking a Personal Assistant / Executive Assistant to support the Managing Director in a dynamic and fast-paced environment. The role combines administrative, financial, and operational responsibilities to ensure the efficient running of daily business activities.

Key Responsibilities
  • Manage the Managing Director's schedule, including meetings, travel arrangements, and prioritization of tasks.
  • Serve as a liaison between the Managing Director and internal/external stakeholders.
  • Assist with procurement activities, including obtaining quotes, placing orders, tracking deliveries, and maintaining accurate procurement records.
  • Handle basic bookkeeping tasks such as recording transactions, managing invoices, reconciling accounts, and supporting weekly financial reporting.
  • Monitor and report on cash flows and financial transactions.
  • Prepare reports and presentations using Excel and other tools.
  • Utilize AI tools and other technology to streamline administrative tasks, with training provided as needed.
  • Act as a gatekeeper for the Managing Director, assessing and filtering incoming requests, communications, and decisions from staff and external parties.
  • Coordinate meetings on behalf of the Managing Director, including preparing and distributing agendas, organizing logistics, and ensuring priorities are addressed.
  • Support operational efficiency by streamlining key workflows, such as permit applications and contractor onboarding, coordinating timelines, and managing project schedules.
  • Maintain and update CRM systems and workflow tools to ensure accurate records and smooth operations.
  • Provide daily end-of-day reports outlining confirmed schedules and action points for the following day.
  • Keep the Managing Director informed on all relevant matters, monitoring and reviewing incoming emails to identify priorities.
  • Support procurement and vendor coordination by gathering quotes, comparing options, updating spreadsheets, and shortlisting cost-effective and reliable solutions for approval.
  • Collect, verify, and maintain sales data to support reporting and decision-making.
Skills & Personal Attributes
  • Highly organised with excellent time-management skills.
  • Strong communication and interpersonal abilities.
  • Detail-oriented and able to manage multiple priorities effectively.
  • Proficient in Microsoft Office, Excel, and CRM/workflow systems.
  • Technologically savvy with the ability to adapt to new tools, including AI-assisted applications.
  • Professional, dependable, and proactive with a can-do attitude.
  • Able to work independently and collaboratively in a fast-paced environment.
  • Able to communicate in both Maltese & English

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