Our client, an established organisation is looking for an organised and detail-oriented Executive Secretary to provide direct support to the CEO.

The role involves managing the CEO’s calendar and priorities, coordinating meetings, preparing minutes and documentation, and ensuring effective communication and follow-up across departments. The ideal candidate will be proactive, discreet and confident in dealing with senior stakeholders.

The Main Responsibilities include:

Manage the CEO’s calendar, appointments, meetings and priorities.

Coordinate meetings, prepare agendas and take accurate minutes.

Prepare, review and consolidate reports, correspondence and other documentation for approval and signature.

Act as a key point of contact between the CEO and internal departments and external stakeholders.

Monitor outstanding actions, deadlines and follow-ups to ensure timely completion.

Coordinate Board and management meetings and related documentation.

Manage correspondence and maintain organised filing systems.

Handle confidential and sensitive information with discretion.

Provide general administrative and organisational support to the CEO as required.

Working Hours:

Monday - Friday, 8.30AM - 5PM - fully office based

Requirements

Excellent organisational and time-management skills.
Strong attention to detail and accuracy.
Excellent written and verbal communication skills in Maltese and English.
Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, Outlook and Teams.
Strong minute-taking, coordination and follow-up skills.
Ability to work independently, use initiative and manage multiple priorities.
Professional, discreet and flexible approach.

Education and Experience

3+ years’ experience in an Executive Secretary, Executive Assistant, Personal Assistant or similar role supporting senior management.
A relevant diploma or degree would be considered an asset.

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Executive Secretary

Job Description