LikeRemoteExecutive Assistant
from 🇲🇹 Malta
Our client is an innovative and fast-growing technology company developing cutting-edge AI solutions for enterprise clients.
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. 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.
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.
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.
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.
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.
