Are you ready to be the right hand to top leadership?
We are partnering with one of our top clients to recruit a highly skilled Executive Assistant to the CEOs. In this pivotal role, you will provide top-level administrative and strategic support, acting as the main link between the CEOs, internal teams, and external partners. This position offers high visibility, requires discretion, and gives you the opportunity to contribute directly to executive priorities and daily operations.
What's expected of you?
- Manage complex calendars for the Joint CEOs, including scheduling, prioritising, and adjusting meetings as required
- Coordinate travel arrangements, itineraries, and accommodation for both local and international trips
- Prepare polished reports, presentations, meeting agendas, and minutes
- Handle correspondence and communications on behalf of the Directors
- Follow up on actions and requests promptly and professionally
- Supervise and guide the administrative team in their daily tasks
- Allocate and track administrative assignments to ensure deadlines and quality standards are met
- Foster a culture of continuous improvement, collaboration, and professional growth within the team
- Organise and support internal and external meetings, board sessions, and strategic workshops
- Attend selected meetings, record accurate minutes, and ensure follow-up actions are completed
- Represent the CEOs professionally in dealings with senior stakeholders, clients, and partners
- Liaise with stakeholders, clients, and partners on behalf of the CEOs
- Ensure internal communications from the executive team are consistent and aligned
- Always maintain strict confidentiality and professional discretion
- Manage the company’s group insurance policies, including enrolments, renewals, and claims
- Liaise with insurance providers and employees to resolve inquiries and issues
- Support the implementation of internal processes and systems to improve operational efficiency
- Maintain accurate, up-to-date, and confidential records, reports, and filing systems
What are you expected to bring?
- Communicates clearly, diplomatically, and persuasively across all levels of the organisation, with strong verbal and written skills in both Maltese and English
- Skilled in preparing executive-level reports, delivering impactful presentations, and facilitating governance discussions with clarity and confidence
- Maintains strict confidentiality while building trusted relationships with key stakeholders
- Displays meticulous attention to detail when reviewing legal documentation, managing insurance processes, and ensuring compliance with governance standards
- Proactively identifies potential risks or deviations and ensures precise record-keeping and reporting practices
- Proven ability to handle multiple high-stakes responsibilities simultaneously, including managing executive calendars, coordinating cross-functional projects, and delivering governance requirements on time
- Excels at prioritising tasks and tracking projects in fast-paced environments
- Demonstrates unquestionable integrity and ethical conduct, particularly when handling sensitive information or leading compliance matters
- Acts as a role model for accountability and professional ethics within the organisation
- Applies strong critical thinking skills to interpret regulatory changes, anticipate compliance risks, and provide strategic guidance to senior leadership
- Possesses in-depth knowledge of compliance frameworks, risk management principles, data protection regulations (e.g., GDPR), and insurance operations
- Anticipates issues before they escalate, assesses their impact across departments, and develops structured action plans
- Maintains composure under pressure, ensuring business continuity during regulatory audits or governance challenges
- Proficient in document management systems, calendar scheduling tools, and collaborative platforms (e.g., Microsoft 365, SharePoint)
- Keen to adopt and implement digital tools that streamline compliance tracking and reporting
What's in it for you?
- Attractive salary and benefits package
- Stable and established company with growth opportunities
- Supportive, friendly, and collaborative team environment
If you’re a highly organised professional with a passion for supporting leadership, managing priorities, and driving operational excellence, this is the opportunity for you! Take the next step in your career and apply now at CeekTalent!