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.
Operations Executive
Full-Time
Job Info
THE ROLE
Operations Executive
The Operations Executive plays a critical role in ensuring the smooth and efficient running of Reach Communications' senior leadership operations as well as wider business support functions.
The role demands a high level of confidentiality and discretion, managing sensitive information with utmost professionalism.
Accountable for supporting and advancing the business objectives of Reach Communications by ensuring efficient operational workflows, accurate financial and HR administration, timely project coordination, and proactive business development assistance, enabling senior leaders to focus on strategic growth and client engagement.
WHAT YOU'LL BE DOING
Executive and Operational Support
-
Provide high-level support to the Senior Leadership Team.
-
Manage complex electronic diaries, meetings, event bookings, travel arrangements, and correspondence.
-
Prepare professional documents, reports, presentations, and follow-ups.
-
Champion digital tools for project management, time management, process flows, CRM systems, and databases to enhance workflow efficiency.
-
Identify and implement improvements in operational processes and reporting systems.
-
Track, maintain and follow-up on client contracts, agreements & retainers.
-
Attend meetings, keep notes, follow up on agreed actions and represent any part of the Senior Leadership Team if and when necessary.
Business Development Support
2011-2014
-
Assist with the preparation and coordination of proposals and pitch documents.
-
Maintain and update client and contact databases.
-
Support the business development and marketing leads with planning, scheduling, outreach and follow-ups.
Time Keeping & Project Coordination
-
Track and assist in budget planning, invoicing, and expenditure approvals.
-
Prepare simple financial summaries and reports.
-
Coordinate with accountants and auditors as needed.
-
Ensure vendors, subscriptions, and service providers are aligned and updated.
Time Keeping & Project Coordination
-
Act as the timekeeper to monitor schedules and deadlines for projects and other deliverables.
-
Manage workflow traffic across teams to ensure timely delivery of tasks.
-
Coordinate project progress, liaising with in-house team, contractors and external stakeholders to maintain deadlines and efficiency.
-
Continually assess resource allocation vs operational efficiency.
Financial, Office & Client Administration
-
Oversee financial administration including budget monitoring, invoicing, payroll coordination, and financial reporting.
-
Liaise with external accountants and auditors.
-
Communicate effectively with clients, contractors, and service providers.
-
Schedule meetings and support client-facing administrative tasks.
-
Manage office supplies, maintenance, and general administration.
HR and Team Support
-
Maintain accurate employee records, onboarding processes, and HR documentation.
-
Track leave, payroll data, and support compliance with HR legislation.
Handle confidential and sensitive personnel information with discretion. -
Be a point of contact for internal affairs and enforce policies and procedures as outlined.
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:
-
Minimum 3-5 years relevant experience in operations, executive support, or administration.
-
Full clean driver’s license and access to own transport.
-
Ability and willingness to be physically present at the workplace in Gozo.
-
Strong eye for detail and excellent organisational skills.
-
High level of interpersonal skills with effective communication and collaboration abilities.
-
Professional command of English (business level, spoken and written).
-
Passion for communications and visual media.
-
Proficiency in MS Office Suite and/or Google Workspace. In particular, the creation of spreadsheets
-
Financial literacy to assist in invoicing, budget tracking, and payroll coordination.
-
Discreet and trustworthy handling confidential and sensitive information.
-
Proactive, self-starter attitude with problem-solving capability.
3
Service Name
Desirable skills
-
Spoken and written proficiency in Maltese language.
-
Additional language skills beyond English and Maltese.
-
Familiarity with project management and CRM tools.
-
Experience with Adobe Suite, Canva, CapCut, or similar creative software.
-
Knowledge of social media management and advertising platforms (Google, Meta ads).
-
Basic understanding of financial administration and accountancy principles.
-
Awareness of HR practices and employment legislation.
-
Experience proofreading and drafting correspondence, contracts, and agreements in English.
-
Experience in event co-ordination
-
Knowledge of the media and advertising landscape in Malta
-
Knowledge or a willingness to learn about/of tendering and government procurement practices