PA to the Managing Director

Our client who specializes in the FMCG industry is looking for a PA to the Managing Director. Your roles and responsibilities will include: 

• Managing the MD’s schedule, coordinating with senior external stakeholders and arranging appointments as needed.
• Handling phone and email inquiries for the MD, addressing queries, some of which may be sensitive or confidential.
• Supporting the MD in gathering data, conducting research, and creating presentations in Microsoft Office Suite. Prepares contracts, agreements, due diligence, and related documentation.
• Overseeing specific projects on behalf of the MD, ensuring sensitive and confidential matters are handled tactfully.
• Acting as a liaison to the Board of Directors, managing logistics for board meetings and events, scheduling meetings, drafting agendas, compiling presentation materials, recording minutes, and adhering to board regulations.
• Performing a range of administrative duties to assist the MD, including special projects, designing complex documents, reports, and presentations, preparing meeting materials, composing correspondence, maintaining contact lists, arranging travel, and completing expense reports.
• Ensuring timely delivery of agreed actions, initiatives, and reports by following up on tasks and deadlines set by management.
• Maintaining high standards of discretion, ethics, and confidentiality. Ensures all outgoing information has MD’s prior approval.
• Maintaining effective communication with management, business units, authorities, organizations, and stakeholders.
• Managing office services, evaluates, and develops effective work practices for improved workflow, and anticipates future needs as the organization grows.
• Organizing company events, meetings, lunches, and dinners as requested by the MD.
• Handling any incoming and outgoing mail
• Preparation and filing of annual returns with MBR.
• Managing petty cash reimbursements and reconciliation.
• Sourcing and maintaining office supplies
• Performing any other related duties and responsibilities as directed by the MD

• Self-motivated, well-organized, good communication, inter-personal and analytical skills;
• Excellent written, verbal and non-verbal communication skills in English and Maltese
• Able to work on own initiative and making decisions confidently

• Minimum of 3 years relevant experience in a similar position and in a well-structured organization