We are seeking a highly organised and proactive Personal Assistant to support the General Manager and the Executive team. This role plays an important part in supporting the smooth and efficient running of departmental operations by providing high-level administrative and coordination support to senior management.
The successful candidate will be responsible for managing a wide range of operational, reporting, and coordination tasks, ensuring that activities are well organised, deadlines are met, and communication flows effectively across departments.
The position can be offered on a full-time or reduced-hours basis.
What You’ll Be Doing
Administrative & Executive Support
- Prepare meeting agendas, record minutes, and track follow-up actions
- Draft correspondence, reports, presentations, and management updates
- Maintain structured filing systems and manage confidential documentation
- Coordinate schedules, meetings, and travel arrangements for the General Manager
Operational Coordination
- Monitor operational deliverables and maintain action logs
- Follow up on outstanding tasks to ensure timely completion
- Coordinate cross-functional meetings to maintain operational alignment
- Support operational planning, workflow coordination, and documentation of procedures
Reporting & Performance Monitoring
- Compile weekly and monthly performance reports
- Assist in tracking key performance indicators (KPIs)
- Support budget monitoring and prepare progress and milestone summaries
- Liaise with HR, Finance, and other departments to ensure smooth operational execution
- Coordinate leave planning, workforce visibility, and Time & Attendance documentation with HR/Payroll
- Maintain organisational charts, departmental records, training schedules, and compliance documentation
Governance & Compliance
- Support document control and ISO 9001 compliance processes
- Assist with audit preparation and compliance documentation
- Track operational improvement initiatives and governance projects
Strategic & Project Support
- Assist in supporting strategic initiatives and project tracking
- Conduct research and prepare briefing notes or business case summaries where required
What We’re Looking For
- NVQ Level 4 qualification or equivalent
- Strong organisational and time management skills with excellent attention to detail
- Experience in office administration, executive support, or operational coordination
- Proficiency in Microsoft 365 (Outlook, Teams, Excel, Word) and preparing professional reports
- Excellent communication skills with the ability to liaise effectively across all levels of the organisation
- High level of discretion and professionalism when handling confidential information
- Ability to work under pressure and meet tight deadlines
- Experience supporting senior management or executive-level roles is considered an asset
- Strong problem-solving ability with a proactive and solution-oriented approach
Job Reference: DM920
Administrative Jobs & Clerical Jobs in Malta both aim to provide clerical and administrative support to businesses. Jobs in administration and clerical roles include admin, accounts administration, clerk, customer support, front office, office support, personal assistant and secretary roles.
