PA to the Chief Operating Officer

Mizzi Motors Ltd is looking to recruit a full-time PA to the Chief Operating Officer to join our team.

The employee shall be responsible for assisting the Chief Operating Officer in his day-to-day duties in an efficient and reliable manner.

Tasks:

• Assist the Chief Operating Officer in the proper performance of his duties
• To perform general administrative and secretarial duties including answering of calls and scheduling of meetings, typing of correspondence and filing.
• To keep a daily calendar of events including meetings, tasks, deadlines, and appointments and ensures that it is always updated.
• Responsible for the preparation of reports, including financial reports, ensuring that all figures and information are complete, accurate and correctly presented.
• To keep the Chief Operating Officer’s office as well as her own office organised.
• To keep herself updated on matters concerning the company and keeps her superior updated with any matters that may be of interest especially in relation to the company’s business.
• To assist her direct superior in his day-to-day duties, which may include running errands and any ad hoc tasks which may be assigned from time to time.
• To handle all documentation promptly and in a strict confidential matter.
• To prioritise own duties, to prepare all the necessary research and documentation in advance for any upcoming meetings or events.
• To maintain a smart and professional approach to represent the Chief Operating Officer and the company.
• To take any minutes as directed by the Chief Operating Officer
• To follow up minutes and action points with management and to report back to the Chief Operating Officer
• To make all the necessary travelling arrangements including booking of flights, accommodation and transport arrangements as instructed by her direct superior.
• To ensure that all monies and receipts are collected (after travelling) and to liaise with the Finance Department.
• To coordinate the monthly payroll for the executives and MIML management timesheets process in conjunction with the Human Resources Department.
• To source best quotes for a variety of services including special cleaning, stationary, kitchen and other office supplies and equipment; place order when approved and maintain stock control.
• To adhere with the Health & Safety procedures and to assist when necessary.
• To report any near misses or accidents to the Health and Safety Co-Ordinator.
• To report any Health and Safety Hazards to the Health and Safety Co-Ordinator.
• To abide with the Company Policies.
• To perform any other duties assigned by her direct superior from time to time.

Qualifications:

• An ‘A’ level qualification in Accounts
• At least 3 years’ experience in a similar position.
• Excellent Verbal and written communication Skills in Maltese, English and Italian.
• Previous experience in an administrative, executive assistant or similar role, within a business environment involving financial reporting or accounting-related duties is a must.
• Good understanding of basic accounting principles, financial terminology and financial reporting.
• Strong numerical and analytical skills, with a high level of accuracy and attention to detail when handling financial figures and data.
• Proficiency in Microsoft Office, particularly Excel, with the ability to prepare, review and reconcile financial information.
• Excellent organisational and time-management skills, with the ability to manage confidential information and meet deadlines.
• High level of discretion, professionalism and confidentiality, particularly when dealing with financial and management information.

Other:

• Must be polite, efficient, well organised and able to work on own initiative.
• Clean police conduct

Benefits

• Health Insurance
• Loyalty Card
• Work Life Balance