Responsibilities:
- Manage the CEO’s office, including diary management, correspondence, supplies, and office upkeep
- Provide comprehensive administrative support to the CEO and senior management team
- Coordinate meetings, conference calls, and travel arrangements; attend meetings and record minutes when required
- Serve as a liaison between the CEO and internal/external stakeholders, handling communications professionally
- Maintain accurate records (contracts, insurance policies, mobile service agreements) and ensure timely updates/renewals
- Support procurement and financial processes, including handling authorised purchases and liaising with the Finance department
- Oversee and coordinate the duties and leave schedules of the Estate Facilitator
- Manage travel logistics and visa arrangements
- Handle confidential documents securely and maintain organised filing systems (physical and digital)
- Liaise with directors, shareholders, auditors, and banks regarding signatures, documentation, and other administrative needs
- Assist with event planning, including the organisation of corporate gifts and donations
- Prepare reports, presentations, and other documents as required
- Perform other general PA and secretarial duties as needed
Requirements:
- Excellent verbal and written communication skills and telephone manners
- Advanced level of English, particularly in written business communication; fluency in Maltese is considered an asset
- Integrity and the ability to maintain discretion and confidentiality at all times
- Strong organisational and time-management skills with the flexibility to adapt to changing priorities
- Excellent secretarial skills with intermediate to advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
- 2-3 years’ experience in a high-level PA, secretarial, or senior administrative role in a fast-paced, deadline-driven environment
- Proactive, meticulous, and solution-oriented with a reliable and clear-thinking approach