Executive Secretary

Our client is a family-owned business in the food manufacturing and retail industry. They are currently seeking to recruit an Executive Secretary to join their team and provide high-level administrative, organisational and coordination support to the Chief Executive Officer.

 

Key Responsibilities:

• Managing the CEO’s calendar, appointments, meetings, travel arrangements and other commitments.
• Coordinating meetings, including preparing agendas and documentation, recording minutes where required, and following up on agreed actions.
• Preparing, formatting, proofreading and coordinating correspondence, reports, presentations, minutes and other business documentation.
• Acting as a central point of contact between the CEO, Executive Management, internal departments, employees, clients, suppliers and external stakeholders as well as liaising with external service providers, advisors, government entities and other stakeholders on behalf of the CEO.
• Managing incoming and outgoing correspondence, ensuring matters are appropriately prioritised, communicated and followed up.
• Maintaining accurate and organised electronic and physical filing systems, ensuring confidential information is handled securely and appropriately.
• Coordinating internal and external events, meetings, visits, and other activities involving the CEO and Executive Management.
• Monitoring deadlines, outstanding matters and follow-up actions to ensure timely completion.
• Providing support with ad hoc administrative, organisational, and coordination requirements as necessary.

 

Ideal Candidate Profile:

• Minimum of three years of experience in an executive secretarial, personal assistant, administrative or similar role, supporting senior management.
• A degree or diploma in Secretarial Studies, Business Administration, Management or a related field is ideal.
• Proficiency in Microsoft Office, particularly in Word, Excel, PowerPoint, Outlook, and Teams.
• Knowledge of the Maltese and English languages.

 

Additional Requirements:

• High level of attention to detail and accuracy in preparing and managing documentation.
• Ability to handle confidential and sensitive information with discretion and integrity.
• Strong interpersonal skills with the ability to communicate effectively with individuals at all levels of the organization.
• Strong organisational and follow-up skills, with the ability to ensure actions and commitments are completed within agreed deadlines.