Executive Assistant

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.