Job Description

Our client, a leading organisation based in Malta, is looking for a Personal Assistant (PA) to join their team. Reporting to the Head of Executive Office, you will provide high-level administrative, organisational, and executive support to ensure the smooth and efficient functioning of the office.

This is an office-based role in Floriana, offering a salary of up to €38K

Please note that only candidates already based in Malta can be considered.

Role & Responsibilities

• Manage the CEO's calendar, schedule meetings, and confirm appointments

• Prepare meeting agendas, take minutes, and coordinate room bookings and catering

• Draft, proofread, and format correspondence and business documents

• Manage incoming calls, emails, letters and parcels

• Serve as the first point of contact for internal and external stakeholders, greeting and assisting clients and visitors, and maintaining reception and meeting areas to a professional standard

• Coordinate internal activities and communicate decisions from the CEO's office

• Prepare financial briefings, presentations, and research materials for meetings

• Process expense reports and manage invoices for the executive office

• Manage confidential files, contracts, and records, and support compliance documentation in line with company policies

• Ensure all documentation complies with GDPR and data protection policies

• Provide administrative support during audits and regulatory inspections

• Maintain office stationery, supplies, and inventory levels

• Liaise with external stakeholders for cleaning, maintenance, and utilities

• Support the implementation of office procedures and process improvements

• Plan and coordinate travel itineraries and logistics

• Assist with special projects, events, and client dinners

Education, Skills & Experience

• 3+ years of experience as a PA or Executive Assistant supporting C-suite executives, gained locally in Malta

• Fluency in English both written and spoken

• Excellent knowledge of Microsoft Office Suite

• Experience with document management systems and video conferencing tools

• Excellent organisational and time management skills

• Ability to draft professional correspondence with accuracy and attention to detail

• High level of discretion and ability to handle sensitive information

• Professional and diplomatic demeanor when dealing with senior executives and clients

• Ability to work under pressure and manage shifting priorities

• Understanding of data protection principles and confidentiality obligations

About the Role

• Salary of up to €38K

• Office-based in Floriana

• Opportunity to work closely with C-suite executives

• Professional growth and development opportunities

• Collaborative and dynamic work environment

Please, apply with your detailed CV in English.

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