The role

We are looking for an organised, dependable and proactive Executive & Personal Assistant to support the CEO and COO of a growing international digital publishing business. The role combines executive support, finance and contract administration, office coordination and selected personal logistics.

This is a hands-on Malta-based role requiring sound judgment, discretion and reliable follow-through. Regular office attendance and occasional local errands are required; this is not a fully remote position.

Key responsibilities

Executive support: Manage calendars, meetings, appointments, travel, correspondence, presentations and follow-up actions for the CEO and COO.
Coordination: Organise communications with employees, department heads, advisers, suppliers and external partners; track commitments and chase outstanding actions.
Finance administration: Collect, check, register and process invoices, receipts and supporting documents; resolve missing information, maintain status records and organise recurring documentation for Finance.
Contracts: Prepare and circulate agreements from approved templates, coordinate signatures, store executed contracts and track renewals and key deadlines.
Personal and office administration: Handle selected appointments, household and relocation matters, and local office errands in Malta.
Records and confidentiality: Maintain organised files, contacts and recurring processes while protecting sensitive business and personal information.
Ownership: Anticipate problems, escalate exceptions with a proposed solution, and use Google Workspace, AI tools and other systems efficiently.

Payment approval and changes to commercial terms remain with authorised decision-makers.

What we are looking for

Experience: Previous work as an Executive Assistant, Personal Assistant, administrator or comparable coordinator, including practical invoice and contract administration.
Communication: Excellent written and spoken English, with confidence communicating across seniority levels and with external professionals.
Working style: Highly organised, discreet, proactive and detail-oriented, with good judgment and dependable follow-through.
Location: Based in Malta and able to attend the Gzira office whenever the role requires it; a driving licence is not required.

Employment details

Office / model

SOHO Savoy Gardens, Gzira

Hybrid with regular office attendance

Employment / salary

Full-time

€30,000–€35,000 gross per year, depending on experience

Working hours

Standard office window 09:00–17:00; minimum four hours of availability within this window, with remaining hours flexible where work permits. Meetings, deadlines and on-site duties take priority.

Leave / probation

Standard company leave entitlement

Six-month probation

Start / reporting

As soon as possible

Executive Team (CEO and COO)

Executive & Personal Assistant

Job Description