Executive Business Coordinator
Aims International Malta
- Malta Island
- Permanent
- Full-time
- Provide comprehensive PA support to the partners, including managing calendars, correspondence, travel arrangements, and meetings.
- Assist in client meetings, proposals, and quotes, ensuring accurate documentation and follow-up.
- Manage jobs, client interactions, and records within the CRM system to maintain accuracy and efficiency.
- Support on any financial and administrative processes in line with company policies.
- Support HR administration tasks, including maintaining employee records, onboarding, and related documentation, while maintaining strict confidentiality.
- Support regulatory reporting and compliance documentation, including data collection and policy implementation.
- Coordinate and oversee departmental projects, monitor timelines, and provide updates to stakeholders.
- Plan and prioritize workloads to optimize team efficiency.
- Support business development and operational improvement initiatives as required.
- Perform other tasks and duties as directed by the partners.
- Experience as a PA to senior management or in business administration, ideally within a Corporate Service Provider or professional services environment.
- Highly trustworthy and responsible, with the ability to handle sensitive HR and partner-related information confidentially.
- Strong organizational and planning skills with the ability to manage multiple priorities effectively.
- Excellent written and verbal communication skills and the ability to liaise professionally with clients and internal teams.
- Proficiency in CRM systems and Microsoft Office Suite (Excel, Word, PowerPoint).
- Interest or experience in HR administration, corporate governance, and compliance (training provided if needed).
- Strong problem-solving skills, proactive mindset, and attention to detail.
- Annual performance bonus.
- Parking (on roster basis).
- Flexibility in the working hours and work from home.
- During summer, employees work a 38hr week whilst being paid for 40hrs (from July- September on Fridays they work 6hrs).
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