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Maximvs Executive Assistant
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Job Description
Our client, a leading institution is seeking to recruit an Executive Assistant, who will provide vital support to the Director, act as a primary point of contact and liaise (internally and externally) on the Company’s behalf. The selected person will multi-task and prioritise between different stakeholders, members of the senior management team and competing demands within a fast moving environment.

Responsibilities include:
  • Handling verbal and written enquiries, managing and coordinating incoming and outgoing correspondence.
  • Planning, organising and coordinating travel, events and meetings.
  • Attending meetings and taking minutes as well as setting tasks and following up from meeting notes.
  • Proactive diary management, ensuring that important events are highlighted and agendas and appropriate documentation is available prior to meetings.
  • Providing excellent level of general administrative support.
  • Dealing with private and confidential matters and reports.
  • Liaising with external professionals, clients and team members.
  • Managing and coordinating ad hoc projects, devising and implementing processes and systems to ensure the smooth running of the business operations.
  • Acting as a gatekeeper for the Director, running the office.

The ideal candidate for this role will be an articulate individual with extensive experience of working within an administrative role where he / she provided highly professional, effective, efficient and customer-focused support to Senior Management.

The preferred candidate will:
  • Possess excellent organisational and time management skills and the ability to prioritise a busy workload. Capable of working well on his / her own initiative and of maintaining confidentiality of sensitive information. 
  • Be able to relate to people at all levels of an organisation.
  • Be highly confident in using Microsoft software packaged especially Word, Excel, Outlook and PowerPoint.
  • Have strong communication skills in both English and Maltese.
  • Be capable of communicating professionally and effectively, in the written and oral form, to develop and maintain constructive and productive relationships with personnel internal and external to the Company.
  • Have strong organisational and administrative skills and a ability to manage multiple conflicting priorities.
  • Be able to work on own initiative, be highly motivated and have a strong personality.
How To Apply
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