Who We Are.
Reach Communications is an independent, full-service marketing agency built for brands that want to lead – not follow. From strategic planning to creative execution, we work with clients across industries to launch bold ideas that leave a mark.
Our core mantra is that of storytelling. Everything we produce here revolves around content that matters.
We’re growing fast, and so is the complexity of what we do. Which is why we’re looking for someone razor-sharp, incredibly organised, and discreet – to become the operational backbone of our leadership team.
Executive Secretary
Full-Time
Job Info
THE ROLE
Executive Secretary
We’re on the hunt for an Executive Secretary to support our Directors – someone who brings brains, polish, and absolute reliability to the table. Think of yourself as the glue: holding together schedules, keeping tabs on projects, and stepping in whenever, wherever needed.
This is a high-trust, high-responsibility role that goes beyond calendar management. You’ll be involved in everything from finance and admin to contracts, meetings, and external representation. If you’ve ever admired Pepper Potts or Penny from Iron Man – you’ll get the vibe.
You’ll report directly to our founders and play a key role in keeping the business (and their lives) running seamlessly.
WHAT YOU'LL BE DOING
Executive & Calendar Management
Administrative & Operational Support
2011-2014
Finance & Procurement Oversight
Contracts & Compliance
Representation & Discretion
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Maintain and optimise the Directors’ calendars across time zones and tasks.
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Plan and coordinate internal and external meetings (including board-level).
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Manage travel arrangements, expenses, and logistics.
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Prioritise requests, gatekeep access, and ensure nothing slips through the cracks.
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Handle daily admin, correspondence, and reporting for the Directors.
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Manage company documentation, contracts, and internal policies.
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Liaise with legal, financial, and HR consultants on behalf of the agency.
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Monitor deadlines, obligations, and renewals across departments.
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Track and assist in budget planning, invoicing, and expenditure approvals.
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Prepare simple financial summaries and reports.
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Coordinate with accountants and auditors as needed.
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Ensure vendors, subscriptions, and service providers are aligned and updated.
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Review and maintain contracts with clients, freelancers, and partners.
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Ensure NDAs, deliverables, and service agreements are properly filed.
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Help enforce internal compliance with deadlines and scope.
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Represent the agency leadership at certain meetings or events.
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Take minutes, follow up on actions, and own the prep and post-work.
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Act with professionalism, diplomacy, and absolute discretion at all times.
ABOUT YOU
1
You’re that rare mix of pragmatic, polished, and proactive. You know how to manage up, anticipate needs, and keep a calm head when the pressure’s on. People trust you. And you know how to earn it.
If you’re ready to be the right hand to a leadership team building bold things – let’s talk. Become the engine behind the vision!
2
Service Name
You probably have:
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Proven experience as an executive or personal assistant, ideally at Director or C-level
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Strong knowledge of administrative, financial, and contract processes
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Excellent organisational and multitasking abilities
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Top-tier communication and written English skills
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Tech-savviness across calendars, docs, spreadsheets, and productivity tools
Bonus points if you:
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Have experience in media, marketing, or creative industries
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Are familiar with Maltese legal or business environments
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Have a background in finance, compliance, or office management
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Are the kind of person who colour-codes their inbox and still sends birthday reminders
3
Service Name
What You’ll Get
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Competitive salary with performance-based bonus
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Autonomy to run the show behind the scenes
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Exposure to all facets of a dynamic marketing agency
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Direct access to the Directors and their inner circle
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A front-row seat in building something that matters
Oh, and a gym membership :)