Executive Assistant

iTalent PLUS•Malta, MT

109d

About The Position

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.

Requirements

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

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.