Our client is a well-established Malta-based company specialising in bespoke architectural, interior and outdoor solutions, including doors, pergolas, awnings, glass systems, railings, decking and other made-to-measure products. The company works with both residential and commercial clients and manages projects from concept and design through to installation, service and maintenance.

They are currently looking to recruit an Operations & Executive Assistant to the Director to provide direct support to the Director while taking a hands-on role in the day-to-day coordination, problem-solving and follow-through of the business.

The successful candidate will work closely with the Director and become an important link between him and the wider operational team. The role will involve understanding the issues and challenges faced by the business, taking ownership of matters that require follow-up, and ensuring that operational and client-related issues are dealt with effectively rather than continuing to reach the Director unnecessarily.

Responsibilities

Provide direct administrative and operational support to the Director on a day-to-day basis.
Work closely with the Director to understand his priorities, concerns and outstanding issues, and proactively follow these through to resolution.
Act as a key point of contact for installers, drivers, stores, the Foreman, sales team, back-office staff, suppliers and other stakeholders.
Take ownership of operational issues arising from installations, deliveries, stores and other day-to-day activities, ensuring they are communicated to the appropriate person and followed through until resolved.
Work alongside the Foreman, complementing his responsibilities and helping to ensure that operational issues do not unnecessarily escalate to the Director.
Deal directly with routine operational problems and take a practical, assertive approach to finding solutions rather than simply passing issues upwards.
Liaise directly with clients when issues, queries or complaints arise, ensuring that matters are acknowledged, communicated and followed through appropriately.
Support the Director in managing client-related issues that require additional attention, while taking ownership of the necessary follow-up.
Act as a link between the sales team and operations, ensuring that client requirements, commitments and outstanding issues are properly communicated and actioned.
Ensure that matters raised by clients, installers, drivers, stores or other team members do not remain unresolved or become the responsibility of the Director simply because they have not been followed up.
Maintain a clear understanding of outstanding issues and actions and proactively follow up on them without requiring repeated reminders.
Ensure continuity from one day to the next by keeping track of outstanding matters, commitments and agreed actions.
Assist the Director in managing daily priorities, appointments, meetings, site visits and other commitments.
Identify issues that genuinely require the Director’s attention and ensure they are escalated with the relevant information and context.
Manage correspondence, calls and day-to-day communications on behalf of the Director where required.
Prepare reports, presentations, documents and other information required by the Director.
Maintain accurate and organised records, documentation and filing systems, both physical and digital.
Assist with supplier communications, procurement and other administrative matters as required.
Support the coordination of company meetings, events and other business activities.
Handle confidential information with a high degree of discretion.
Undertake ad-hoc operational, administrative and business-related tasks and projects as required by the Director.

Requirements

Previous experience as an Executive Assistant, Operations Coordinator or similar role involving significant responsibility and ownership.
Experience working in a fast-paced, operational environment where issues need to be dealt with quickly and practically.
A strong, confident and assertive personality, with the ability to communicate firmly and professionally with installers, drivers, suppliers, clients and internal teams.
Excellent verbal and written communication skills, with professional telephone manners.
Strong command of English, particularly in written business communication; fluency in Maltese is considered an asset.
Excellent organisational and time-management skills, with the ability to manage multiple priorities and competing demands.
Exceptional follow-through and ownership.
The ability to maintain continuity across days and weeks, remembering outstanding issues and proactively picking them up again without the Director having to prompt or remind them.
Strong problem-solving skills and a practical, hands-on approach to resolving day-to-day operational issues.
The confidence to deal directly with clients and manage difficult situations professionally.
The ability to distinguish between matters that can be resolved independently and those that genuinely require the Director’s involvement.
Strong interpersonal skills and the ability to build effective working relationships across different levels of the organisation.
Proactive and resourceful, with a natural tendency to identify what needs to be done and take action rather than waiting for instructions.
Ability to remain calm, focused and solution-oriented when dealing with pressure, competing priorities or unexpected problems.
Strong attention to detail and a structured approach to keeping track of outstanding matters.
Good proficiency in Microsoft Office, particularly Outlook, Word and Excel.
High level of integrity, discretion and confidentiality.
Ability to work independently while also functioning effectively as part of a team.

About Us

AIMS International Malta, previously known as Papilio Talent was founded in 2020 and has quickly forged a reputation as one of the leading firms for Executive Search, Talent Development and Recruitment Services in Malta. We are based in the city of Valletta, a historic world heritage site that is the capital of Malta.As a trusted recruitment partner for a wide range of clients in Malta, we specialise in recruiting professionals within various roles and we assist in cross-border searches by looking for candidates that wish to work in Malta or assist Maltese companies looking to expand their operations overseas.

Operations & Executive Assistant to the Director

Job Description