Job Description:
The Role
Are you an experienced, autonomous Executive Assistant with prior experience working remotely? Are you someone who thrives in high-pressure environments and enjoys coordinating complex logistics while managing executive workflows? This career-defining role with plenty of autonomy is for you!
Not only will you play a crucial role in ensuring smooth day-to-day operations, but you'll also work closely with the Principal Delivery Consultant/Co-founder to manage their workflow, travel, and email communications. You'll be instrumental in helping them focus on high-level strategic initiatives while keeping everything else running seamlessly.
Main responsibilities:
1. Executive Assistance
- Travel Coordination & Bookings:
- Plan, book, and re-schedule travel arrangements (flights, trains, rental cars, accommodation, parking, visas).
- Ensure worldwide flow and timeline control (for the executives to know when to leave and where to be at all times).
- Calendar Control & Scheduling:
- Manage daily workflow (morning or night-before read-ahead preparation).
- Handle weekly, monthly, and quarterly scheduling and coordination.
- Set appointments in line with expectations and priorities.
- Email Management:
- Act as a gatekeeper by understanding context and prioritising high-touch points.
- Validate emails, ensure all required information is available, and pass relevant details to the appropriate parties.
- Pull contact information and update the CRM system regularly.
2. Meeting Coordination & Follow-Up
- Schedule meetings and prepare meeting read-aheads.
- Take detailed debrief notes and action items during calls/meetings.
- Coordinate follow-ups and task management to ensure deliverables are met.
- Manage timelines and key deliverables for projects and initiatives.
3. Project Coordination
- Assist in prepping project plan documents and coordinating calls/site surveys.
- Ensure team members are where they need to be when they need to be there.
- Run new initiatives from start to finish with minimal hand-holding.
- Conduct deep-dive research on assigned topics, returning with clear step-by-step implementation plans.
4. Communications & Marketing
- Manage basic social media accounts and contribute to personal branding efforts.
- Create visually appealing content using tools like Canva.
- Assist in planning and executing marketing campaigns.
5. Research & Planning
- Dive into new topics, run a full deep dive to return with a clear step by step process for implementation.
- Provide actionable insights based on thorough research and analysis.
- Move the needle forward once specific questions are answered.
What does a great candidate look like to us?
Previous Experience
- Min 2+ years of experience as an EA, VA, or Operations Executive in a fast-paced environment (small consultancy, advisory, agency, etc).
- Prior exposure to project delivery, solutions delivery, logistics, or consultancy is highly desirable.
- Familiarity with defence, military procurement, logistics, aerospace, or government contracting or similar industries
Proactive, Independent, Initiative Taking
- Highly independent and proactive, capable of working autonomously without constant supervision.
- Exceptional organisational skills and multitasking abilities, with a keen eye for detail.
- Ability to remain calm under pressure and adapt quickly to changing priorities.
- Comfortable jumping into ambiguity, asking efficient questions for clarifications, speaking up about whats needed to succeed in the role.
- Able to take initiative to set up systems/processes from scratch, suggested efficiency improvements for communication, accountability, prioritisation
- Open to and quick to request constructive, efficient feedback
Tech Proficiency
- Proficient in O365 Applications (Outlook, Teams, PowerPoint, Excel).
- Experience with HubSpot or similar CRMs is a big plus.
- Familiarity with Canva or other design tools is beneficial.
- Proficient and able to communicate via Signal, Whatsapp, other encrypted chats
Language & Location
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Native and/or Bilingual in English (German is a bonus but not essential).
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Must be either based in the CET timezone or willing to align working hours accordingly.
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Hold a valid passport with minimal visa restrictions (will require to spend only the first month in-person in Malta to meet the team).
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Flexible availability for occasional after-hours support due to clients in different time zones (USA, Australasia)
Nice-to-Have:Military background or interest in defence/security sectors.
- Experience managing social media platforms and personal branding efforts.
- Interest or experience in graphic design (e.g., creating presentations, reports)
- Ability to handle repetitive tasks efficiently while maintaining quality.
- Comfortable working within a high-security communication style (primarily via Signal chat).
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What is in the offer
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Full-time 100% remote position, 38-hours weekly self-employed contract.
- Some travel may be required (1st month in-person in Malta)
- Holidays & leave flexibility
- A chance to shape your career in a fast-paced, and dynamic advisory and logistics environment
- Remote working for a mission-driven consulting agency with HQ in Malta, clients all over the world (USA, EMEA, APAC)
- A competitive and flexible salary, depending on your strengths and experience.
Company Culture
- The team values a direct, professional approach with attention to nuanced touch-points.
- Autonomy is crucial; the team requires individuals who can think through problems independently.
- Taking initiative is key for all team-members.
- Flexibility in managing your time.
Interview Process: 1 to 2 weeks
- Submitting your CV and optional 1-min Loom introduction video recording
- Screening Interview with a Polyglot Talent recruiter
- Case-study assignment (prepare at home and present)
- Culture-fit interview and meet the team
- Receive the offer & able to start asap
About the Onboarding Process
The first month will involve spending time in Malta to get acquainted with your direct report and understand the company's systems and processes. Regular feedback sessions will be conducted to ensure alignment and continuous improvement.
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How to Apply:
Apply via this Google Form. We'll get back to you within 24-48 hours.
Meet most but not all requirements? Apply anyway!
At Polyglot Talent, we do not discriminate based on race, colour, gender, sexuality, ability, age, or any other factor. We strongly believe diversity makes for more successful teams.