Personal Assistant to the Group CEO

Hudson Group is an international retailer and distributor primarily involved in the sport and fashion wear sectors. The Group’s head office is in Malta but is also present through offices in Italy, Cyprus, Morocco, Nigeria and Algeria.

Though Hudson Holdings was founded in 2006, the Group’s roots reach as far back as 1987 when the first pair of NIKE was sold in Malta.

Role purpose

Hudson Group CEO office is looking to hire a Personal Assistant to further enhance the CEO’s office capability to expand, develop and manage the business efficiently and effectively. Reporting to the Head of the CEO Office and Communications, the CEO’s PA must gain an understanding of the CEO, the interactions with key internal and external stakeholders, and have a fundamental understanding of the company’s aims and objectives.

The PA must possess strong communicative, administrative, and organisational skills and have a structured approach to setting the calendar and agenda for meetings maintaining efficiency and effectiveness. The PA must build a strong internal and external network, frequently being the first point of contact with clients, internal staff, and other business contacts. Assisting with travel, ensure preparation for meetings, assisting with handling external stakeholders will be other considerations.

The PA will be privy and have access to the company’s confidential matters and complete discretion and confidentiality must be always maintained.

The key duties and responsibilities of the role are as follows:

• Screening emails, enquiries, and general requests as appropriate, handling, delegating or highlighting for the CEO’s immediate attention
• Liaising with clients, suppliers, advisors, shareholders, directors, and other staff on behalf of CEO
• Proactively manage, schedule and coordinate the diary of the CEO, aligning with the Group’s meeting cadence ensuring effectiveness of meetings
• Attend key meetings to provide necessary support including minute taking and report write up and following up on action points
• Arranging and co-ordinating business trips, ensuring the CEO is well-prepared for meetings/business trips including preparing agendas
• Designing and producing documents, briefing papers, reports, and presentations for internal and external meetings including Board meetings
• Ensuring CEO receives presentations and management accounts prior to submission to the Board of Directors in time for correct review and signoff
• Processing CEO’s business expenses and other administrative items
• Carrying out specific projects, research and administration as required by the CEO

Core competencies, knowledge, and experience

• MQF Level 4/5 – Matriculation Certificate / A Level / National Diploma/Higher national Diploma or equivalent MQF Diploma
• An effective planner with strong organisation skills, a structured approach to tasks, with proven time management skills and attention to detail
• Have an assertive personality and great interpersonal skills ensure successful liaison with various stakeholders that will ensure effective delivery of deliverables
• Strong administrative skills with an ability to succeed in a fast-paced environment
• An understanding of general business and financial management such as use and need for budgets, management account, commercial proposals and reports
• Excellent written and oral communication skills in English (fluency in French and/or Italian will be an asset)
• Comprehensive capabilities in Microsoft Office, especially Outlook and task management, Power Point and SharePoint, 
• Smart in presentation, honest and reliable
• The ability to work on own initiative and to tight deadlines. The person must possess a can-do attitude to overcome challenges ensuring tasks get done in a timely manner.
• Flexibility and adaptability to juggle between a range of tasks
• An understanding of confidentiality issues and the use of discretion
• Support the legal and finance department in administrative tasks included but not limited to the following: contract lifecycle management, client onboarding and KYC, compliance in relation to GDPR, setting up of companies, and opening bank accounts across a variety of jurisdictions.