PA to the CEO

Our client is looking to onboard a Personal Assistant to the Chief Executive Officer to provide high-level executive, administrative, and operational support, ensuring the efficient management of the CEO's office. The role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

In addition to traditional executive support, the PA is responsible for coordinating project documentation, supporting commercial administration, managing SharePoint, and liaising with internal teams.

Responsibilities

Executive & Administrative Support

• Manage the CEO's diary, scheduling meetings, appointments, travel, and other commitments to optimize time and priorities
• Prepare, review, and format correspondence, presentations, reports, and other executive documentation
• Ensure the CEO is fully briefed for meetings and engagements by preparing agendas, collating supporting documents, and coordinating logistics
• Maintain strict confidentiality when handling sensitive information and documentation
• Provide administrative support to the Executive Office and undertake additional duties as assigned by the CEO

Communication & Stakeholder Coordination

• Act as the primary point of contact between the CEO and internal and external stakeholders
• Screen, prioritize, and respond to emails, telephone calls, and meeting requests as appropriate
• Draft professional correspondence and maintain effective communication with senior management, board members, clients, consultants, and business partners

Meeting Management

• Coordinate executive and commercial meetings, including scheduling, venue arrangements, agenda preparation, and distribution of meeting documentation
• Attend meetings as required, accurately record minutes, and circulate them to attendees within two working days
• Ensure meeting minutes clearly capture discussions, decisions, action items, responsible persons, and agreed deadlines
• Monitor outstanding actions arising from meetings and follow up with relevant stakeholders to ensure timely completion
• Coordinate refreshments for meetings hosted by the CEO when required, ensuring a professional environment for attendees

Project & Document Management

• Maintain and regularly update the company's project register, ensuring project information remains accurate and current
• Establish and maintain project files for all new and existing projects, ensuring documentation is complete, organized, and easily accessible
• Coordinate with internal departments to obtain project updates and maintain documentation that supports management reporting and decision-making

SharePoint Administration

• Manage the company SharePoint platform by creating and maintaining project folders and document libraries
• Upload, organize, and maintain company documentation using consistent document control practices
• Administer user permissions and access rights
• Ensure SharePoint remains accurate, structured, and user-friendly

Commercial Administration

• Download and organize tender documentation
• Maintain and update the Commercial Calendar, ensuring key deadlines are monitored
• Monitor Applications for Payment and payment certificates, following up with Quantity Surveyors to ensure timely submission and issuance
• Provide administrative support to the Commercial and Quantity Surveying teams as required

Strategic & Business Support

• Conduct research and compile background information to support executive decision-making.
• Assist in preparing business reports, proposals, presentations, and other strategic documentation
• Support the CEO with special projects and initiatives as required

Requirements

• A minimum of three years experience providing executive-level support in a previous role
• Excellent written and verbal communication skills in both English and Maltese
• Exceptional organisational and time-management skills, with the ability to multitask, prioritise effectively, and work independently with minimal supervision
• Strong interpersonal and communication skills, with the ability to build effective working relationships with senior leadership
• A high level of professionalism, integrity and confidentiality at all times