Executive Assistant - Finance
Reporting to: Director of Finance
Location: Malta - Ideally onsite with some flexibility

Your Impact

• Keep the Director's inbox under control by triaging incoming mail, handling routine queries yourself, and converting actionable emails into tracked tasks.

• Assign work to the right team members based on workload and skills, then follow up until it's done.

• Interview team members to map out undocumented workflows and build a living library of clear, step-by-step Standard Operating Procedures (SOPs) for all core finance activities.

• Maintain a task-ownership matrix that maps every critical process to a primary owner and a trained backup, coordinating cross-training so the function never skips a beat during vacations or departures.

• Track recurring cycles like month-end close, VAT and tax submissions, audit milestones, and board reporting, and prompt the responsible people well in advance.

• Prepare agendas, take minutes, capture action points, and drive them to completion.

• Produce polished presentations, reports, and supporting materials, from board-ready decks to internal updates, using tools like PowerPoint, Canva, and AI assistants.

What Makes You a Fit

• Proven experience as an Operations Coordinator, Executive Assistant, Administrator, or a similar role where you managed workflows and anticipated a leader's needs.

• Real experience mapping workflows and writing clear SOPs, manuals, or training guides, with a natural ability to spot gaps and single points of failure.

• Exceptional organization skills, with the ability to handle a high volume of incoming requests, distinguish urgent from important, and keep multiple workstreams moving.

• Absolute diplomacy and persistence, allowing you to comfortably and tactfully chase colleagues at all levels for deliverables.

• Strong written English skills to draft polished executive correspondence and the ability to build clean, professional presentations using PowerPoint, Google Slides, or Canva.

• Digital fluency with collaboration platforms like Slack, Teams, Asana, or Trello, alongside the active use of AI tools like ChatGPT, Claude, or Copilot to work faster.

• Strict discretion and integrity when handling sensitive financial and corporate data daily.

Bonus Points:

• A background in an audit or accounting firm, or a solid grasp of finance terminology so you can route technical emails without needing them explained.

• Past exposure to business continuity planning, internal controls, or ISO-style quality management documentation.

• Practical experience using documentation platforms like Notion, Confluence, or SharePoint.

• An accounting degree or progress toward a qualification like ACCA.

What's in it for you?

✨ Be with a team that builds the momentum that moves the industry.
A fast-paced environment driven by innovation, curiosity, and a shared love for technology. A people-first culture that rewards ambition, integrity, and genuine collaboration.

Comprehensive benefits package for Malta-based employees, including:

• Private health insurance, wellness allowance, and communication allowance.

• Healthy lunch on Wednesdays and a varied calendar of social events throughout the year..

• Employee discounts in restaurants and businesses.

• Extended second-parent leave policy.

• Private parking space.

Ready to Take the Next Step?
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