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