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Jobs in Malta

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Personal Assistant

  • Full Time
  • Malta
  • €23000 - €24000
  • Administrative, Business Administration
  • Apply By: October 7, 2023

JOB ID: 43739

Required Skills
Administration Coordination CRM Documentation Financial Statements Organizational Personal Assistant (PA) Planning and Scheduling Scheduling Social Media
Job Description

Job Description

Company Introduction

Our client is a leading accounting and auditing firm.

Job Responsibilities and Duties

  • Take care of incoming and outgoing post;
  • Update the firm’s CRM with new clients, including new contacts from business cards brought by the Partners;
  • Assist partners in issuing invoices to clients;
  • Set meetings and following these up;
  • Communicate with the manager to plan tasks on a daily basis and also at the end of the week to plan the following week;
  • Bind financial statements;
  • Send partners a message in the morning to remind them of the agenda for the day, plus following up during the day to ensure they are on time for all meetings;
  • Open Partners’ office, and switch on Partner's PC/Laptop/other monitors;
  • Ensure that Partner's office is clean, including the Partner’s cups and cutlery, garbage bag, and all the necessary stationery;
  • Confirm the Partner's meetings for the day after and inform the respective managers so they are present or can be prepared in advanced;
  • Take action on the emails as instructed by the Partners the evening before;
  • Read Partner's emails and to summarize accordingly. Feedback should be given on these emails on same day, and follow up action is to be carried out;
  • Set appointments for the Partners and other Managers, updating diaries and schedulers;
  • Assist with the Partner's personal errands and draft letters on their behalf;
  • Put calls through to the Partners and Managers and keep note of any persons they did not reach in a particular day, in order to put them through later in the day or the day after;
  • Assist the Partner to control tasks on QBS, and to chase respective employees to provide the necessary feedback in line with pre-established timelines;
  • Open the necessary tickets on QBS in line with the Partners requests;
  • File in the Partners’ office and help organize personal documents;
  • Take care of Social Media and website of the personal properties of the Managing Partner;
  • Take care of bookings and other coordination required for the said personal projects.

Experience

  • Previous experience in a similar role;
  • Be fluent in English and preferably in Maltese;
  • Have excellent knowledge of MS Office (Word, Excel and PowerPoint);
  • Have a clean driving's licence.

Personal Skills

  • Have good planning, strong interpersonal and communication skills;
  • Ability to work under pressure and be able to prioritize and handle multiple tasks;
  • Have highly organizational skills.