Personal Assistant

Are you an experienced Personal Assistant looking to take the next big step in your career? This role is not just about administrative support - it is a unique opportunity to get a front-row seat to running a successful business. Working directly alongside the Director, you will learn exactly what it takes to manage a company, be involved in key business decisions, and get a high-level overview of how all departments operate. If you are ambitious, eager to learn, and ready to scale up your career in business management, this is the perfect place to do it.

About Us

With over 20 years of expertise, AIM Enterprises Ltd is Malta’s trusted partner in comprehensive automation solutions. We provide high-quality parts, engineering services, and reliable support for the manufacturing industry. We are a fast-paced, dynamic business looking for a highly organised, tech-savvy professional to provide essential support to our leadership and help our operations run smoothly.

The Role

We are seeking a Director's PA to work closely with our Director. In this role, you will provide crucial administrative and technical support, helping to manage his schedule, communications, and presentations. Additionally, you will serve as a central coordinator for our company departments, fostering clear communication and maintaining a highly professional, well-organised work environment.

Key Responsibilities

• Executive support: Act as the primary administrative support for the Director. You will help structure his day, assist with prioritising tasks, and ensure his schedule flows efficiently by anticipating his needs.

• Task management: Manage the Director's To-Do list, follow up on progress, create reminders, and assist in seeing tasks through to completion on time.

• Communications and presentations: Assist with drafting, reviewing, and organising emails, as well as creating engaging sales presentations and corporate documents.

• Meeting management: Take meeting minutes and reliably follow up on action points.

• Departmental liaison: Serve as a central point of contact between the Director and company departments (e.g., sales, engineering, and warehouse) to ensure seamless internal communication.

• Business strategy: Guide and facilitate internal team meetings, track project milestones, and provide concise updates to the Director. You will have the opportunity to weigh in on processes and business decisions.

• Office management: Take full ownership of the physical office environment. Ensure the premises remain consistently neat, well-organised, and welcoming for both staff and visiting clients.

The Ideal Candidate Profile

To succeed in this role, you need a great blend of interpersonal, administrative, and numerical skills. The ideal candidate possesses the following characteristics:

• A natural organiser: You must genuinely love to organise. You are very neat and tidy by nature, with a sharp eye for detail. Whether it is formatting a presentation, structuring an inbox, or arranging the physical office space, keeping things pristine and orderly is just who you are.

• Experienced and ambitious: You already know how to be an excellent PA, but you are hungry to learn more about business management, operations, and leadership.

• Financially minded: You have a background in finance or a strong understanding of basic financial principles, allowing you to grasp the commercial side of the business quickly.

• Tech-savvy: You are highly proficient with modern office software. You are comfortable creating presentations (e.g., Canva, Prezi), managing email platforms, and adapting to new digital tools.

• Adaptable and diplomatic: You possess the emotional intelligence to support a busy executive. You know how to gently guide projects to keep them on track while maintaining positive working relationships.

• Proactive initiative: You are a self-starter who anticipates needs. Whether it’s organising a shared workspace or taking on a task to lighten the Director's load, you consistently look for ways to help the team succeed.

Requirements

• Minimum of 3 years of proven experience working as a Personal Assistant, Executive Assistant, or in a closely related senior support role.

• A background in finance, bookkeeping, or a strong demonstrable understanding of financial and commercial principles.

• Advanced proficiency in Microsoft Office (especially PowerPoint, Word, and Excel) or similar presentation tools.

• Excellent written and spoken English, with the confidence to facilitate team meetings.

• Excellent written and spoken Maltese.