Personal Assistant

Our client within the Legal Sector is looking for a highly organized and proactive Executive Secretary to provide high-level administrative support to our Senior Partners, ensuring the smooth and timely coordination of their daily schedules and operations in a dynamic and fast-paced setting.

Key Responsibilities

• Deliver comprehensive administrative and secretarial support
• Prepare, edit, and format reports, correspondence, and internal documents
• Maintain accurate filing systems and manage data entry across various databases
• Liaise with internal departments and communicate effectively with external stakeholders
• Manage incoming calls, emails, and correspondence, directing them appropriately
• Schedule and coordinate meetings, appointments, and events
• Monitor and manage office supplies and place orders when necessary
• Assist with document handling, including scanning, copying, emailing, and note-taking
• Organize travel arrangements and bookings
• Support event setup and hospitality, including preparing meeting rooms and refreshments
• Handle occasional reception duties and general office admin tasks
• Manage personal administrative tasks for the Senior Partners
• Uphold the highest standards of professionalism and business etiquette

Required Skills & Competencies

• Strong proficiency in handling documents, spreadsheets, and databases
• Excellent organizational, record-keeping, and filing skills
• Ability to communicate and liaise effectively with internal teams and external contacts
• Skilled in using printers, scanners, copiers, and other office equipment
• Competent in scheduling systems and call/email management tools
• Ability to multitask and manage time efficiently under pressure
• Flexibility to handle urgent or out-of-hours tasks, including personal admin for partners
• Excellent verbal and written communication skills both in English and Maltese
• Strong interpersonal skills and a collaborative mindset

Benefits

• Private health insurance
• Full onboarding and ongoing training with equal growth opportunities
• Retail and dining discounts available for staff
• Collaboration with the Richmond Foundation to support employee well-being
• Daily fruit and snacks provided for all team members
• Weekly lunch provided on-site
• Ongoing support for career development and personal growth
• Competitive salary package
• Reimbursement on a range of personal and professional expenses including:
• Transport costs
• Business attire
• Sports activities
• Communication expenses

Job Reference: FI826