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Executive Coordinator


Our client is a leading Authority in Malta and requires an Executive Co-ordinator to coordinate all external and internal communications related to the Chairman’s office including co-ordination and drafting of  the Chairman’s public relations activities, both verbal and non-verbal, and the perusal of speeches and press releases directly related to the chairman.

Duties will include:

 

  • Acting as a coordinator for the Chairman’s office and serving as liaison for units; coordinating  activities and exchanges information;
  • Working closely with the board members, management team and members of staff to ensure the smooth operation of the Chairman’s Office;
  • Following-ups on action items as required by the Chairman;
  • Dealing with correspondence and writing letters, proof reading correspondence and taking dictation and minutes;
  • Establishing project work plan and calendar or schedules; monitoring, reviewing and evaluating progress on programmes and initiatives;
  • Devising and maintaining office systems, including data management and filing;
  • Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
  • Screening phone calls, enquiries and requests, and handling them when appropriate;
  • Meeting and greeting visitors at all levels of seniority;
  • Organising and maintaining diaries and making appointments;
  • Producing documents, briefing papers, reports and presentations;
  • Organising and attending meetings and ensuring the manager is well prepared for meetings;
  • Liaising with clients, suppliers and other staff

 

The ideal person for this position will have:

 

  • A diploma in secretarial studies, business or management plus at least 5yrs relevant work experience in a similar post;
  • Well-developed organisational skills;
  • A keen eye for detail;
  • Effective communication skills including verbal, written and presentation skills (both Maltese and English;
  • Tact and diplomacy, duty of care, and sensitivity to the highest levels of confidentiality and integrity;
  • Proficiency in the latest suite of office automation tools;
  • Demonstrated willingness to be flexible and adaptable to changing priorities;
  • Ability to multi-task, work under pressure, and work efficiently with senior management.
This is an interesting role forming part of the management team and hence the abiity to think on ones feet and act on ones own intitiative is essential

 

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