Our esteemed client, a reputable legal firm based in Malta, is currently seeking a dedicated Executive Assistant to join their team on a permanent basis. The role involves undertaking organisational, administrative and coordination duties aimed at maximising the Partner’s time efficiency and ensuring effective support across professional and personal matters.

DUTIES AND RESPONSIBILITIES

Managing the Partner’s schedule, including diaries, meetings, appointments, priorities, conference and related administration

Handling and prioritising internal and external communications, including correspondence, professional emails and clear communication channels with stakeholders

Coordinate international travel arrangements, including visas, transport, and accommodation, often involving last-minute changes

Preparing, drafting, reviewing and organising correspondence, documents, presentations, agendas, minutes, reports and submissions to relevant authorities, departments or organisations as required

Attending client meetings as needed, recording minutes, distributing action items and ensuring timely follow-up

Acting as a liaison between the Partner and internal teams, requesting updates and tracking progress, deadlines and project status where required

Maintaining accurate records, filing systems, contact lists and administrative processes across business and personal matters

Supporting private ventures, property matters, supplier relationships, invoices, payments, renewals, subscriptions and related documentation

Coordinating personal appointments, events, reservations, gifting, memberships, family logistics and ad hoc requests with discretion and efficiency

Assisting with additional tasks, special projects or responsibilities delegated by the Partner, while handling confidential information with professionalism and care

CANDIDATE PROFILE

A minimum of 4 years’ experience in a similar role

Exceptional written and verbal communication skills in both English and Maltese, and fluency in Italian would be considered a plus

The ability to manage multiple projects simultaneously and prioritise effectively

A proactive character, well-organised with excellent time management skills

Be proficient in Microsoft Office applications

Show complete discretion in handling sensitive information with utmost confidentiality

Sound judgement, initiative and the ability to manage confidential business and personal matters with professionalism

SALARY AND BENEFITS

€40,000 - €45,000 Gross Per Annum

Salary will be determined based on experience, qualifications, and skills. The advertised salary range is indicative, any offer will reflect the successful candidate’s suitability

Health insurance

Pension Plan

Hybrid working

Continuous training

Attractive remuneration package

Due to the high volume of applications received at GRS Recruitment, only shortlisted candidates will be contacted.

To apply for this position, please email your CV to Michelle Cooper, quoting the above job reference or call +356 99998272 for further information.

Salary: €40,000-45,000 per year

Executive Assistant

Job Description