Are you an organised, professional and proactive Executive Secretary who thrives in a fast-paced environment?
Our client is looking for someone to provide essential administrative and coordination support to our CEO, helping to keep schedules, communication and key priorities running smoothly. You’ll be a trusted point of contact across the business, bringing discretion, attention to detail and a confident, professional approach.
What's expected of you?
- Provide comprehensive administrative and secretarial support to the CEO, helping to effectively manage daily priorities and commitments.
- Manage calendars, appointments, meetings, travel arrangements and schedules.
- Coordinate meetings from start to finish, including agendas, documentation, minutes and follow-up actions.
- Prepare, format and proofread professional correspondence, reports, presentations and other business documentation.
- Act as a key point of coordination between the CEO, Executive Management, internal departments and external stakeholders.
- Manage incoming and outgoing correspondence, ensuring important matters are prioritised and followed up appropriately.
- Coordinate Board, management and other formal meetings, ensuring all required documentation is prepared and circulated.
- Organise internal and external meetings, events, visits and activities involving the CEO and Executive Management.
- Liaise professionally with clients, suppliers, professional advisors, service providers and government entities when required.
- Maintain accurate and well-organised electronic and physical filing systems.
- Keep track of deadlines, outstanding matters and agreed actions to ensure nothing falls through the cracks.
- Handle confidential and sensitive information with the highest level of discretion and professionalism.
What are you expected to bring?
- A minimum of 3 years' experience within an Executive Secretary, Personal Assistant, Executive Assistant, administrative or similar role supporting senior management.
- Excellent organisational and time-management skills, with the ability to confidently manage multiple priorities.
- Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, Outlook and Teams.
- Excellent attention to detail and a high level of accuracy when preparing and managing documentation.
- Strong written and verbal communication skills.
- The ability to communicate confidently and professionally with stakeholders at all levels.
- A proactive approach, with the ability to anticipate requirements, use initiative and work independently.
- Strong coordination and follow-up skills, ensuring actions and commitments are completed on time.
- A professional, flexible and service-oriented approach, with the ability to work effectively in a fast-paced environment.
- Complete discretion and integrity when handling confidential information.
- Fluency in Maltese and English.
- A degree or diploma in Secretarial Studies, Business Administration, Management or a related field would be considered an advantage.
What's in it for you?
- A competitive salary package per annum.
- Opportunities for professional development and training.
- A supportive and collaborative working environment.
- Health insurance
If you're looking to advance your career in a collaborative and professional environment, apply now through Ceek Talent!