Executive PA

Our client a leader in offshore logistics services is seeking to recruit an Executive PA to provide effective and efficient high-level executive support including the prioritisation of work, diary management, meetings management and communication, document production, quality assurance and governance. Ensuring all aspects of the administration, planning and coordination of work streams are managed effectively and efficiently

Responsibilities

• Act as the first point of contact for the Executives of the company and maintain the effective working of their offices in their absence.
• Maintain the highest level of confidentiality and adherence to policies and procedures.
• Manage diaries by scheduling, prioritising and managing appointments, and travel arrangements.
• Coordinate the scheduling, preparation of the documents and logistics for all meetings of the Board of Directors.
• Coordinate the scheduling, and preparation of the documents and logistics for all Annual General Meetings of the Company.
• Have a strong understanding of Environmental, Social and Governance (ESG) Reporting and be involved in the preparation of the Sustainability Reports of the Company.
• Represent the company at various ESG and other related government meetings.
• Managing correspondence, tracking incoming and outgoing correspondence and ensuring replies are produced within the required timeframe.
• Read and prioritise incoming correspondence and prepare draft responses as appropriate.
• Establish and maintain systems and procedures to support the efficient running of the office.
• Maintain effective communication and working relationships with key partners and stakeholders at an operational level; the organisation’s senior management team and key internal and external stakeholders.
• Report daily on the transactions held in the Malta Stock Exchange on the shares and bonds issued by the Company.
• Responsible for updating and maintaining the Ethics and Compliance Management system on behalf of the CEO, deputy CEO’s and directors.
• Responsible for overseeing and promoting the Group’s online presence and driving awareness of the services via digital channels such as the company website, online advertising, and social media.
• Provide a full range of secretarial and support services to the Executives. Tasks include word processing (including mail merge), working on databases, and spreadsheets, producing PowerPoint presentations, email management, filing, photocopying, arranging meetings, catering and travel, assisting with the preparation of monthly reports, and dealing with correspondence and minute meetings as required.
• Provide support to other Directors as necessary.
• Perform any other reasonable duties as directed by line management.

• Holds at least 3 years’ experience of providing PA services at Executive Director/Director level.
• Holds a valid good experience in operating confidentiality at a senior level, within a highly confidential environment, exercising tact, diplomacy, and complete discretion.
• Advanced knowledge of MS Office, especially Excel, and comfortable learning new technical systems as needed.
• Must possess a clean Driving License.

• MQF Level 5 of Education in Business Administration or equivalent.