Mdina Partners is seeking an experienced and highly organised Executive Assistant to provide high-quality, confidential administrative and organisational support to the CEO, ensuring the smooth day-to-day running of his schedule, correspondence and priorities.

In addition to core Executive Assistant duties, the role includes hands-on support during tender submissions - assembling, formatting and tracking compliant bid documentation to tight, externally imposed deadlines. This is a varied role suited to someone who is highly organised, discreet, and comfortable moving between traditional executive support and administrative coordination.

Key Responsibilities

Manage diary and calendar scheduling, proactively resolving conflicts and prioritising time.
Manage inbox / email correspondence, flagging priorities and drafting responses where appropriate.
Book and plan travel arrangements, including itineraries and logistics.
Prepare for meetings and take accurate minutes.
Attend meetings, capture and track action points (both the CEO’s own actions and shared follow-ups) through to completion.
Provide administrative assembly of tender submissions.
Act as a liaison point for clients on behalf of the CEO.
Plan and coordinate events.
Track projects and follow up on outstanding items to keep work moving forward.

Required Skills and Competencies

Approximately 3–6 years of relevant experience in an Executive Assistant, Personal Assistant or similar role.
This role requires practical comfort with:

General competence across Word, Excel, PDF and AI tools

E-procurement portals - logging in, uploading documents, and tracking submission status.
Working independently with standard recurring / templated forms and reports
Alongside the following personal attributes:

Strong interpersonal skills.

High attention to detail.
Comfort working to deadlines.
Sound discretion and judgement when handling sensitive information (bid pricing, staffing details, correspondence, and executive / board-level data).
Fluency in English and Maltese.
Desirable:

Prior experience in consulting or professional services.

Benefits

Flexible working arrangement.
Support for professional development.
Opportunity to pursue further studies with Knights College.

Executive Assistant

Job Description