PA and Office Executive

Our client who specializes in the construction and finishing industry is looking for a PA and Office Executive. Your roles and responsibilities will include: 

• Coordinate travel arrangements as needed
• Organize meetings, including preparation and minute-taking
• Draft and prepare letters, emails, and other correspondence
• Liaise with support staff such as household staff and bookkeepers
• Plan and organize events
• Oversee all administrative functions for the group of companies
• Manage logistics including postage, telephone systems, and IT equipment
• Ensure adequate supplies of stationery and office resources
• Handle company insurance requirements
• Support the Human Resources Manager with contract and personnel record maintenance
• Maintain compliance with health and safety standards
• Oversee office sustenance supplies and services
• Manage the fleet, ensuring VRT compliance, cleanliness, maintenance, and handling of fines
• Scan and organize documents and contracts
• Maintain accurate filing systems for both physical and digital records
• Assist the operations and finance teams with banking tasks, including payments and invoicing
• Organize and file financial documentation in both physical and digital formats
• Manage petty cash and company credit card records
• Be proactive in identifying and addressing areas for improvement in office operations
• Collaborate with various teams to ensure smooth day-to-day activities across the organization

• Very good computer skills and Microsoft programmes knowledge
• Excellent communication skills in English and Maltese
• Strong organisation skills with ability to work without supervision
• Occasionally work under tight deadlines and time pressure