Executive Assistant

The Executive Assistant provides comprehensive support to the Managing Director within the organisation. The job holder plays an essential part in facilitating the smooth operation of the Managing Director’s schedule and responsibilities, ensuring optimal time management and efficiency. This role demands exceptional discretion, reliability, and the ability to manage complex tasks and prioritise effectively in a fast-paced environment.

Responsibilities

• Promote a positive Safety Culture and to ensure that Safety and Quality policy is communicated/promoted and implemented within the organization;
• Ensure that all elements of the SMS are properly implemented, maintained and continuously improved by fulfilling all SMS related duties and responsibilities as defined in SMS Manual;
• Coordinate the Managing Director's diary, including scheduling appointments, meetings, and travel arrangements to ensure optimal use of time.
• Ensure the proper allocation of time to appointments, meetings, and personal commitments to optimise daily schedules.
• Provide reminders and where necessary preparatory briefs for important tasks, deadlines, and meetings to ensure the Managing Director is well-prepared and punctual.
• Manage incoming and outgoing communication for the Managing Director, including emails, phone calls and post, prioritising, and summarising information to facilitate efficient decision-making.
• Serve as the primary gatekeeper for all forms of communication directed to the Managing Director.
• Draft, review, edit correspondence, reports, internal communications and presentations on behalf of the Managing Director /Organisation, ensuring the highest standards of accuracy, presentation and professionalism.
• Organise and prepare for meetings, including venue booking, agenda setting, distribution of materials and taking minutes to capture discussions and action points to ensure meetings are productive and objectives are achieved.
• Follow up on action items from meetings to ensure timely completion and report back on progress.
• Plan and book travel, including flights, accommodation and itineraries, ensuring the Managing Director's travel is seamless and cost-effective.
• Collate and provide the information required by the Managing Director for the trip including all necessary documentation and information needed for meetings and the work carried out by the Managing Director during the trip.
• Assist with project management tasks, including timeline tracking, coordination of resources and stakeholder communication to support the successful delivery of projects.
• Compile and prepare data and presentations for project updates and reviews.
• Act as a liaison between the Managing Director and Department Heads, facilitating clear and timely communication to support the execution of strategic objectives.
• Proactively chase deadlines and work delivery from Department Heads, ensuring timely progress and alignment with organisational goals.
• Follow-up on monthly budget reviews, following up on submissions and revisions to maintain financial oversight and ensure adherence to fiscal plans.
• Oversee the updating, maintenance and review of Key Performance Indicators (KPIs), ensuring accurate reflection of performance metrics.
• Coordinate with responsible parties to ensure timely and accurate updates to the KPI dashboard, facilitating regular reviews and adjustments in line with strategic goals.
• Coordinate and oversee the execution of corporate events ensuring all aspects are executed to a high standard.
• Manage logistics, venue selection, guest lists and catering requirements to ensure events run smoothly.
• Serve as the initial point of contact for the Managing Director, expertly managing access to ensure that only pertinent matters escalate, thereby safeguarding the Managing Director’s time from unnecessary interruptions.
• Exercise discernment and tact in handling inquiries, requests and issues, ensuring they are addressed appropriately and escalated only when necessary.
• Handle personal tasks for the Managing Director as required, such as booking personal appointments or family-related arrangements, with discretion and efficiency.
• Assist in the management of office operations, including liaising with suppliers, managing inventory of office supplies and ensuring the office environment is organised and conducive to productivity.
• Handle sensitive and confidential information with the highest level of discretion and integrity, ensuring that privacy and confidentiality are maintained at all times.
• Provide ad-hoc support to the Managing Director as needed, including research, analysis and coordination of special projects.
• Engage in any other task as may be assigned from time to time.

The ideal candidate should have the following Knowledge, skills and experience:

• A Diploma level of education (MQF Level 5) or equivalent preferably in administration, management or a related subject.
• At least 2 years’ experience in a similar role.
• Be an effective planner with proven time management skills is necessary
• Have attention to detail, personal commitment, efficiency and great team liaison skills
• Excellent written and oral communication skills in English and Maltese
• Possess excellent word processing and IT skills, including a range of software packages and comprehensive capabilities in Microsoft Office (Word, Excel, Power Point and Outlook)
• Able to use tact when dealing with different situations and people.
• Ability to work under pressure and to tight deadlines, demonstrative flexibility and adaptability.
• Is able to be discreet and maintain high levels of confidentiality.
• Has strong interpersonal skills and the ability to work with a wide range of stakeholders at all levels of the organisation both within and outside the Company.