Executive Assistant

Darum lohnt es sich

As part of its continued growth, our client is seeking a highly organised and proactive Executive Assistant to provide comprehensive support to the executive leadership team.

The successful candidate will play a key role in ensuring the smooth day‑to‑day running of executive operations while acting as a central point of coordination between internal teams, clients, and external stakeholders.

Key Responsibilities Executive Support • Provide day‑to‑day administrative support to the executive leadership team. • Manage calendars, meetings, appointments, and travel arrangements. • Prepare meeting agendas, presentations, reports, and briefing documents. • Take meeting minutes and follow up on action points. • Prioritise incoming requests and manage executive schedules efficiently. • Handle confidential correspondence and sensitive information with discretion.

Stakeholder Management • Act as a key point of contact for internal teams, clients, and external partners. • Coordinate meetings with customers, investors, and business stakeholders. • Maintain professional communication on behalf of the executive team. • Build strong working relationships across the organisation.

Our client is an innovative and fast-growing technology company developing cutting‑edge AI solutions for enterprise clients. This role is ideal for someone who thrives in a dynamic environment, enjoys taking ownership, and can confidently manage multiple priorities while maintaining the highest level of professionalism and confidentiality.

Office & Administration • Coordinate office operations and administrative activities. • Organise internal meetings, workshops, and company events. • Maintain filing systems, documentation, and company records. • Manage office supplies and coordinate with service providers when required. • Support onboarding activities and general office administration.

Project Coordination • Assist with coordinating internal projects and tracking key deliverables. • Follow up with departments to ensure deadlines and action items are completed. • Prepare reports and management updates. • Identify opportunities to improve administrative processes and operational efficiency.

Requirements • Minimum 3 years of experience as an Executive Assistant, Personal Assistant, Office Manager, or in a similar role. • Excellent organisational and time management skills. • Ability to manage multiple priorities in a fast‑paced environment. • Strong written and verbal communication skills in English. • Excellent attention to detail and problem‑solving abilities. • High level of professionalism, discretion, and confidentiality. • Strong proficiency in Microsoft Office and Google Workspace. • Experience using collaboration and productivity tools such as Slack, Notion, Asana, Trello, or similar platforms will be considered an advantage.

Preferred Qualifications • Previous experience supporting founders, C‑level executives, or senior management. • Experience within a technology, SaaS, AI, or startup environment. • Experience coordinating projects and corporate events. • Maltese language skills will be considered an advantage.