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Executive Assistant

Executive Assistant

Job Title: Executive Assistant
Contract Type: Permanent
Location: Marsa , Malta
Salary: Salary Eur 30,000 - €31,000
Reference: 3225
Contact Name: Mark Sims
Job Published: December 15, 2017 09:26

Job Description

Purpose of the Executive Assistant role is to provide confidential personal assistance and general administrative support to the office of the General Manager.

Tasks & responsibilities:

  • To type routine correspondence and reports, handle and filter calls for the General Manager and re-route them to other personnel as needed
  • To handle and manage the internal and external incoming and outgoing mail system within the General Manager’s office
  • To schedule appointments for the General Manager, keeping abreast of the diary requirements
  • To maintain an adequate filing system within the General Manager’s office keeping abreast of contents of files and ensure timely updates
  • To coordinate meetings as instructed by the General Manager by setting meeting time and location, ensuring participants collate beforehand required information for meetings, chairing meetings as required, taking minutes of meetings and circulating minutes & monitor actions resulting from meetings
  • To compile data and statistical information making use of various software applications, such as spreadsheets, databases, statistical packages, GMIS, and graphical packages to be able to generate reports as may be required from time to time
  • To ensure the timely delivery of routine business monitoring reports from the various Departments, informing the General Manager in the case of default.
  • To type and formulate presentations/reports that the General Manager may delegate

The preferred candidate will:

  • have demonstrable experience in a senior administrative or executive assistant role, and have previously provided support to senior managers
  • possess excellent organisational and time management skills, and the ability to prioritise a busy workload
  • be highly confident in using the Microsoft software package, especially Word, Excel, and PowerPoint
  • possess strong communication skills in both English and Maltese
  • be able to work on own initiative, be highly motivated and possess a strong personality


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