Sparkasse Bank Malta plc is a licensed credit institution that provides corporate banking, private banking, investment services and custody / depositary services.

Sparkasse Bank Malta plc operates a team in Schwaz, Austria, alongside with its own Head office in Malta. The Austrian team, as well as the office, is headed by the Chief Technology Officer who is supported by the Administrative Assistant/PA to the CTO, in the handling of tasks in relation to team and premise management.

The Administrative Assistant / PA to the Chief Technology Officer (CTO) provides comprehensive administrative, organisational and coordination support to the CTO and the Technology department.

The role ensures efficient day-to-day operations, facilitates communication across departments, and supports planning, documentation, and project administration.

The role is very versatile, aiming at two main objectives: to support the Chief Technology Officer in various day-to-day tasks; and to ensure the smooth operation of the team and premises in Austria

Success in this role requires strong organisational skills, attention to detail, discretion when handling confidential information, and the ability to manage multiple priorities in a dynamic environment.

Main duties and responsibilities are:

Assistance and support to the CTO:

Manage the CTO's calendar, appointments, and meeting schedules;
Coordinate internal and external meetings, including logistics, agendas, and documentation;
Organise business travel, accommodation, transport and expense reporting for the CTO and the members of the team;
Screen, prioritise, and manage correspondence and communications;
Follow-Ups, reminders, information enquiries – Staff and Third-Parties;
Run daily errands as needed;
Support in the planning of corporate and team events;
Hospitality related tasks.

Office Operations / Clerical Duties:

Maintain organised electronic and physical filing systems. Draft, proofread, and format documents, reports, and correspondence;
Handle incoming invoices, payments and purchase orders;
Support in the general operation of the Austrian premises;
Dispatch of Parcels and Letters, Mail related tasks;
Maintain departmental records and administrative documentation;
Monitor office supplies and coordinate administrative requirements for the Technology department;
Keep accurate inventory of assets;
Maintain the inventory of contracts and agreements;
Act as a point of contact for administrative matters within the department and the Head office;
Ensure adherence to the Clean Desk Policy;
Ensure the tidiness and cleanliness of the Office;
Register and summarize expenses as per annual budget.

Staff / HR Duties:

Support onboarding activities for new team members;
Verification of staff’s working hours records;
Ensure compliance with statutory working hours and rest breaks;
Post-processing and checking of Payrolls created by an external provider, preparation to pay;
Coordination of annual leave planning of the Austrian Team.

Skills and Competences:

High professional discretion and confidentiality;
High level of accuracy and attention to detail;
Ability to prioritise competing demands effectively;
Strong interpersonal skills;
Ability to work independently and collaboratively;
Problem-solving mindset;
Strong oral and written communication skills;
Strong command of oral and written English;
Strong organisational skills;
Flexibility to learn and take on new tasks;
Good command of Outlook, Word, Excel;
Readiness to Work form the Office.

Qualifications

Diploma or Bachelor's degree in Business Administration, Office Administration, Management, or a related field; or
Equivalent combination of education and relevant professional experience.

Experience

Minimum 3 years experience in an administrative and/or executive assistant role.

Location

Office in Schwaz.

Reporting Lines:

Reports to the Chief Technology Officer

Working Conditions

Standard office environment;
Walking and driving for external errands;
In presence – one day remote work allowed (if and when the work situation allows it);
Normal working hours are 30 per week, which is the equivalent of 80% of a full time post.

Other benefits:

Four-day week;
Flexible hours;
Free parking;

Salary:

For this position, the minimum collective agreement salary starts at €1,917 gross/month (“Kollektivvertrag für Angestellte von Unternehmen im Bereich Dienstleistungen in der automatischen Datenverarbeitung und Informationstechnik”, "ZT Regelstufe", based on a 30-hour working week). Overpayment is willingly offered depending on your qualifications, experience, and performance.

NOTE: CVs are to be submitted in English

Administrative Assistant/PA to the Chief Technology Officer

Job Description