Job Description

DFK Malta, in partnership with a well-established and growing business group, is looking for an organised, proactive, and highly reliable Personal Assistant & Office Administrator to join their team in Qormi, Malta.

Our client operates across several sectors, including real estate development, automotive, and healthcare, and continues to expand through new projects and business opportunities.

About the Role

This is a varied and hands-on position supporting the Director and COO, while also taking responsibility for the smooth running of the office and a range of administrative and operational activities.

The ideal candidate will be someone who is organised, discreet, proactive, resourceful, and confident managing multiple priorities.

Key Responsibilities

• Provide personal and administrative support to the Director and COO.
• Manage calendars, meetings, appointments, travel arrangements, itineraries, and reminders.
• Handle phone calls, emails, correspondence, and follow-ups on behalf of senior management.
• Act as a key point of contact for internal and external stakeholders.
• Support the COO with daily business operations and administration.
• Oversee general office administration, records, databases, supplies, and office resources.
• Coordinate insurance matters, including renewals, new policies, and related documentation.
• Assist with HR administration, including onboarding, employee records, and benefits.
• Maintain updated records of property owners and tenants.
• Handle tenants' enquiries regarding maintenance and repairs and liaise with the Property Manager and maintenance personnel.
• Coordinate emergency contractor and service contact lists.
• Attend meetings and prepare minutes.
• Assist with personal tasks, errands, events, and other duties as required.

What We're Looking For

• Diploma in Business Administration or equivalent qualification.
• Previous experience as a Personal Assistant, Executive Assistant, Office Administrator, or in a similar role.
• Excellent organisational and time-management skills.
• Strong communication and interpersonal skills.
• Excellent attention to detail and ability to manage confidential information.
• Proficiency in Microsoft Office, particularly Word, Excel, and PowerPoint.
• Proactive, practical, and solutions-oriented approach.
• Ability to work independently while collaborating effectively with others.
• Flexibility to manage changing priorities.
• Fluent in English and Maltese.
• Currently based in Malta.

What they Offer

Salary: €30,000 – €35,000 per annum, depending on experience
Location: Qormi, Malta
Monday to Friday | Full-time | On-site
Additional benefits to be agreed with the client
Opportunity to work closely with senior management within a successful and growing business group

If you are an experienced administrator or personal assistant looking for a varied, responsible, and long-term opportunity where you can make a real contribution to the business, we would be pleased to hear from you.