Executive Assistant Jobs in Malta

. Experience in <b>HR</b> administration and/or property/facilities coordination is highly desirable. A diploma or qualification... in Business Administration, <b>HR</b> or a related field is preferred. Proficiency in Microsoft Office and <b>HR</b> systems. Strong written

Support the CEO day to day by managing priorities, communications and commitments, with broad business exposure. Client: Growing organisation (unnamed) Requirements PA, EA or senior support expe

Personal AssistantWe are looking for a reliable, highly organised, and proactive Personal Assistant to support senior management within our growing property business. This role is ideal for someone who thrives on organisation, enjoys variety in their work, and can manage multiple priorities with discretion and efficiency. The position offers flexibility, responsibility, and long-term growth potential.The RoleAs Personal Assistant, you will provide day-to-day administrative and operational support, helping ensure the smooth running of both professional and organisational tasks.Your responsibilities will include:Managing diaries, schedules, and appointmentsHandling emails, calls, and correspondence on behalf of managementCoordinating meetings, viewings, and internal follow-upsAssisting with documentation, contracts, and confidential recordsSupporting recruitment, onboarding, and internal coordination when requiredLiaising with staff, clients, and external contactsHandling general administrative and organisational tasks to support daily operationsWhat We’re Looking ForExcellent organisational and time-management skillsHigh level of discretion and professionalismStrong communication skills, both written and verbalAbility to multitask, prioritise, and work independentlyConfident with basic office systems and digital toolsFluency in English; knowledge of Maltese or other languages is an assetWhat We OfferFull-time / Part-Time positionTrusted role working closely with senior managementSupportive and professional working environmentTraining and ongoing developmentOpportunity to grow within a fast-growing property businessIf you are organised, dependable, and enjoy supporting leadership in a dynamic environment, we would love to hear from you.About UsCompany DescriptionQuickLets is a locally based Real Estate Letting Specialist and the only company on the island that focuses solely on property rentals. With a well-trained, flexible, and down-to-earth team, we have vast knowledge of the industry. Our advanced website and use of the latest technology allow us to offer superb service to all clients. Our mission is to make renting property in Malta as simple and easy as possible for both tenants and landlords. QuickLets provides a user-friendly experience, directing clients to popular locations, hot properties, and allowing landlords to manage their listings directly.

Voice impaired employer seeks English speaking Secretary / Personal AssistantEric Hase, an Investor based in Malta, seeks a Fluent English speaking Secretary / Personal Assistant.The ideal candidate willPreferably be a native English speaker that possesses an excellent command of the English languageHave knowledge of foreign languages would be a plusHave at least two years experience in a Secretarial / PA roleHave experience with dictation and note-takingThe vacancy is on a part-time basis 10 to 30 hours weekly and the salary will be of 8 EUR to 10 EUR per hour based on education.

An opportunity has arisen to join the firm as an Executive Assistant, supporting one of the Partners with day-to-day business, administrative and personal requirements. This is a varied role suited to a highly organised, discreet and proactive individual who can manage competing priorities, communicate professionally, and help ensure the smooth running of the Partner’s business and private affairs.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.Key ResponsibilitiesManaging the Partner’s schedule, including diaries, meetings, appointments, priorities, conference and related administrationHandling and prioritising internal and external communications, including correspondence, professional emails and clear communication channels with stakeholdersCoordinate international travel arrangements, including visas, transport, and accommodation, often involving last-minute changesPreparing, drafting, reviewing and organising correspondence, documents, presentations, agendas, minutes, reports and submissions to relevant authorities, departments or organisations as requiredAttending client meetings as needed, recording minutes, distributing action items and ensuring timely follow-upActing as a liaison between the Partner and internal teams, requesting updates and tracking progress, deadlines and project status where requiredMaintaining accurate records, filing systems, contact lists and administrative processes across business and personal mattersSupporting private ventures, property matters, supplier relationships, invoices, payments, renewals, subscriptions and related documentationCoordinating personal appointments, events, reservations, gifting, memberships, family logistics and ad hoc requests with discretion and efficiencyAssisting with additional tasks, special projects or responsibilities delegated by the Partner, while handling confidential information with professionalism and careRequirements & SkillsThe ideal candidate will possess the following qualifications and attributes:A minimum of 4 years’ experience in a similar roleExceptional written and verbal communication skills in both English and Maltese, and fluency in Italian would be considered a plusThe ability to manage multiple projects simultaneously and prioritise effectivelyA proactive character, well-organised with excellent time management skillsBe proficient in Microsoft Office applicationsShow complete discretion in handling sensitive information with utmost confidentialitySound judgement, initiative and the ability to manage confidential business and personal matters with professionalismBenefitsAs a fast-growing and highly respected Law Firm, WH Partners offers a dynamic and friendly environment, fostering growth and career opportunities for all employees. Main company benefits include:Health InsuranceHybrid working arrangementPension PlanContinuous TrainingAttractive remuneration packageHow to ApplyIf you’re confident in your ability to thrive in a professional environment and deliver outstanding service, please send a detailed CV and cover letter to recruitment@whpartners.eu

The employee shall be responsible for assisting the Chief Operating Officer in his day-to-day duties in an efficient and reliable manner.Main Duties and ResponsibilitiesAssist the Chief Operating Officer in the proper performance of his duties.To perform general administrative and secretarial duties, including answering of calls and scheduling of meetings, typing of correspondence and filing.To keep a daily calendar of events including meetings, tasks, deadlines, and appointments and ensure that it is always updated.Responsible for the preparation of reports, including financial reports, ensuring that all figures and information are complete, accurate and correctly presented.To keep the Chief Operating Officer’s office as well as her own office organised.To keep herself updated on matters concerning the company and keeps her superior updated with any matters that may be of interest, especially in relation to the company’s business.To assist her direct superior in his day-to-day duties, which may include running errands and any ad hoc tasks which may be assigned from time to time.To handle all documentation promptly and in a strict confidential matter.To prioritise own duties, to prepare all the necessary research and documentation in advance for any upcoming meetings or events.To maintain a smart and professional approach to represent the Chief Operating Officer and the company.To take any minutes as directed by the Chief Operating Officer.To follow up minutes and action points with management and to report back to the Chief Operating Officer.To make all the necessary travelling arrangements including booking of flights, accommodation and transport arrangements, as instructed by her direct superior.To ensure that all monies and receipts are collected (after travelling) and to liaise with the Finance department.To coordinate the monthly payroll for the executives and MIML management timesheets process in conjunction with the Human Resources department.To source best quotes for a variety of services including special cleaning, stationery, kitchen and other office supplies and equipment; place order when approved and maintain stock control.To adhere to the Health and Safety procedures and to assist when necessary.To report any near misses or accidents to the Health and Safety Co-Ordinator.To report any Health and Safety Hazards to the Health and Safety Co-Ordinator.To abide by the Company Policies.To perform any other duties assigned by her direct superior from time to time.QualificationsAn A’ level qualification in Accounts.At least 3 years’ experience in a similar position.Excellent Verbal and written communication Skills in Maltese, English and Italian.Previous experience in an administrative, executive assistant or similar role, within a business environment involving financial reporting or accounting-related duties is a must.Good understanding of basic accounting principles, financial terminology and financial reporting.Strong numerical and analytical skills, with a high level of accuracy and attention to detail when handling financial figures and data.Proficiency in Microsoft Office, particularly Excel, with the ability to prepare, review and reconcile financial information.Excellent organisational and time-management skills, with the ability to manage confidential information and meet deadlines.High level of discretion, professionalism and confidentiality, particularly when dealing with financial and management information.OtherMust be polite, efficient, well organised and able to work on own initiative.Clean police conduct.BenefitsHealth insurance.Loyalty card.Work-life balance.

The Personal Assistant (PA) position exists to maximize the effective and efficient operations of the Director’s areas of responsibility by providing professional administrative support and facilitating necessary action upon the Director’s final decisions. The PA is responsible for coordinating and managing the activities of the Managing Director. These activities include preparing written and verbal communication, coordinating meetings, diary, calendar, and travel arrangements, and drafting correspondence, reports, and summaries. The PA will handle special projects as requested by the Director and, on their behalf, be able to represent them at selected meetings and day-to-day.Key FunctionsProvide executive support to the Managing DirectorProvides direct support to the Director, including receiving and directing/assisting correspondence and visitors, handling telephone calls and enquiries, scheduling and maintaining calendar and appointments, screening, analysing and preparing responses to incoming correspondence, handling day-to-day requests.Anticipate and prepare research and briefing papers in advance of appointments and presentations. Draft subsequent correspondence and follow up as necessary. Revert to any staff according to the Director’s comments ahead of any scheduled meeting.Maintain all the Director’s upcoming meetings with other personnel in check, including documentation.Prepare first draft of documents, letters and reports – edit and review documents drafted by others for dissemination by the Director.Managing and maintaining the Director’s diary and flagging on urgent meetings or correspondence.Plan and coordinate logistics for Director’s participation to internal and external events.Write minutes of the meetings and calls of the Director. These shall be given to the Director for official approval within 2 days after the meeting.Provide support that ensures follow-ups ahead of the Director’s MeetingsBe the first point of reference for any meetings required from any staff member with the Director.Managing the process of calling for briefings and meetings and checking on staff availability.Scheduling meetings, catch-ups, and reports for all the Director’s direct reports.Taking minutes at meetings and following up on action points, according to timelines, including reporting.Scheduling and coordination of regular meetings, sending calendar invites and making sure everyone is on time.Provide support to ensure effective administrative supportManaging information flow between the Directors, Top Management and other internal staff or stakeholders.Serving as a primary point of direct administrative contact with other offices, individuals and external organizations to organize and facilitate meetings and meeting preparation as required.Using initiative and judgement to ensure matters requiring attention in the absence of the Director are referred or delegated to the right office/person to minimise the effect of the Director’s absence from office.Support within the Summer Schedule (Events)Be part of the Team or Committee as decided by the Managing Director.Support and organize the meetings as necessary.Be on site with the Director to ensure smooth workflow within the specific event, while also maintaining the Director’s daily appointments or follow-ups as necessary.Handle all requests, coordination, on-site required updates, and delegation with offices in Marsa as required.Other dutiesAny other duties as assigned by the Director or including any special short-term projects.Skills and CompetenciesExcellent organisational and prioritisation competence, with attention to detail.Proactive attitude and ability to take initiative and work independently.Strong communication skills (written and verbal).Ability to keep confidential information at all times.A good team player.Strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting.Excellent knowledge of computer applications.Superior oral and written communication skills in English.Close attention to detail.Systematic ProceduresAppointments:All staff members are to be aware that no unannounced walk-ins are permitted to the Managing Director’s office; therefore, an appointment, depending on the Director’s availability, is required at all times.PA is to notify all staff to send over their requests directly to her, 1 day in advance, to then notify the Director accordingly.Scheduling of appointments as necessary, according to the Director’s availability.Timings to be honoured by all parties.Minutes to be taken.All matters are to be followed up.Reports are to be administered as necessary.Agendas and Meetings:PA is to set all required meetings with the Director, for all staff members to be informed accordingly.Calendar invites to be sent, reminders on the day by the PA.The agenda is to be sent with the meeting.All necessary reporting mentioned on the Agenda is to be given to the PA who will then give it to the Director at least 2 days ahead of the actual meeting.Any comments or clarifications required by the Director will be communicated to the PA, who, in her capacity, will inform the respective staff and chase accordingly, within a time limit of 24 hours, to revert with the follow-up documentation to the Director ahead of the meeting.Follow-ups decided during the meetings are to be noted by the PA for chasing.On-Site Support:The Director is often on-site during National Events, where his Technical and Logistical skills are required.PA is to accompany the Director on-site, whereby a mobile office, includan ing internet connection, will be made available.PA is to administer her duties normally, as well as facilitate all required meetings and communication required both on-site and at the offices.Duties such as attendance sheet, collection and upkeep of VHF Radios, break time, deliveries, timings, logistics and all required procedures are to be followed diligently at all times.Other ResponsibilitiesAssisting on-site and at the office with any ongoing events, logistics, and overall running of the daily schedule of work.Assisting the Marketing department and website upkeep.Conducting research on any category as required by the Management, including reporting.Updating and maintaining the database and paperwork in good order on a daily basis.Following up on company policies, ensuring that these are being seen to at all times, while reporting any mishaps or wrongdoings to the Director and / or the CEO.Embrace the opportunity to travel on business, as the need arises.Be able to multitask and to prioritise.Training of staff, as required from time to time.Any other duties that are deemed necessary by the Management.Possession of a valid driving licence is mandatory, with the ability to travel as required for business purposes and to provide on-site support during events.

Assisting employer with daily tasks and coordination of essentials duties on a day to day requirements.Carry out tasks for the employer Purchases of daily items Delivery distribute items to different locations Carry out daily properties and tasks

A Malta-based organisation is seeking a proactive, highly organised, and trustworthy Executive & Personal Assistant to provide direct support to senior leadership. This is a varied role for a professional who enjoys taking ownership, managing priorities, and ensuring tasks are followed through efficiently and professionally.The successful candidate will manage schedules, meetings, correspondence, travel arrangements, documentation, and administrative processes, while also supporting selected personal matters. The role requires excellent organisational skills, strong attention to detail, sound judgement, and the ability to handle confidential information with discretion.Candidates should have previous experience in executive support, personal assistance, or senior administration, together with excellent English communication skills and strong Microsoft 365 proficiency. Experience with business systems, CRM platforms, or AI productivity tools will be considered an asset.This is an excellent opportunity to join a professional environment where initiative, reliability, and accountability are highly valued. A competitive salary package is offered, depending on experience and suitability. Interested candidates are invited to submit their CV for confidential considerationIf you are interested in receiving more information, don't hesitate in contacting marina.pages@reed.com or +356 9908 1461.

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 RESPONSIBILITIESManaging the Partner’s schedule, including diaries, meetings, appointments, priorities, conference and related administrationHandling and prioritising internal and external communications, including correspondence, professional emails and clear communication channels with stakeholdersCoordinate international travel arrangements, including visas, transport, and accommodation, often involving last-minute changesPreparing, drafting, reviewing and organising correspondence, documents, presentations, agendas, minutes, reports and submissions to relevant authorities, departments or organisations as requiredAttending client meetings as needed, recording minutes, distributing action items and ensuring timely follow-upActing as a liaison between the Partner and internal teams, requesting updates and tracking progress, deadlines and project status where requiredMaintaining accurate records, filing systems, contact lists and administrative processes across business and personal mattersSupporting private ventures, property matters, supplier relationships, invoices, payments, renewals, subscriptions and related documentationCoordinating personal appointments, events, reservations, gifting, memberships, family logistics and ad hoc requests with discretion and efficiencyAssisting with additional tasks, special projects or responsibilities delegated by the Partner, while handling confidential information with professionalism and careCANDIDATE PROFILEA minimum of 4 years’ experience in a similar roleExceptional written and verbal communication skills in both English and Maltese, and fluency in Italian would be considered a plusThe ability to manage multiple projects simultaneously and prioritise effectivelyA proactive character, well-organised with excellent time management skillsBe proficient in Microsoft Office applicationsShow complete discretion in handling sensitive information with utmost confidentialitySound judgement, initiative and the ability to manage confidential business and personal matters with professionalismSALARY AND BENEFITS€40,000 - €45,000 Gross Per AnnumSalary will be determined based on experience, qualifications, and skills. The advertised salary range is indicative, any offer will reflect the successful candidate’s suitabilityHealth insurancePension PlanHybrid workingContinuous trainingAttractive remuneration packageDue 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

Our client, a leading company within a versatile number of industries, is looking for a highly organised and adaptable Personal Assistant to join their company. Your main responsibilities will be to:Provide administrative support, including scheduling meetings, managing emails, and preparing documentsAssist with travel arrangements and coordinate logisticsMaintain detailed records and filing systemsHandle sensitive information with discretionProvide personal assistance, such as managing appointmentsMonitor and respond to incoming calls, emails, and other communicationsOffer basic accounting support such as data inputting and handling paymentsOffer payroll supportPerform research and compile reports as neededRequirementsNative fluency in Maltese is a mustExcellent organizational and multitasking skillsProficient in Microsoft Office and other relevant softwareAbility to work independently and take initiativeMust already be based in Malta with local experience.Education and ExperienceProven experience as a personal assistant or similar administrative roleBenefitsFlexi timeAbout UsKonnekt:Established in 2007, Konnekt has grown into Malta's leading job agency. Our team is here to simplify your job search by presenting over 400 career options across various fields. We have robust connections with top employers in Malta, making us the ideal choice for anyone considering a career change.At Konnekt, we believe in straightforward actions and staying true to our values. This commitment has been the driving force behind our success. Whether you're seeking new opportunities or exploring a different career path, we are your reliable partner throughout the process.Our website provides more insights into our approach and the array of services we offer. Take a moment to explore and discover how Konnekt can be instrumental in shaping your professional journey.

We are seeking a highly organised, discreet, and proactive Personal Assistant for one of our clients operating in the manufacturing industry to support the Executive Director. Operating on a 25-hour work week, you will act as a key point of contact between the Executive Director and internal/external stakeholders. You will provide comprehensive administrative and operational support to ensure the smooth functioning of the executive's schedule and strategic priorities, handling ad hoc requests to enable the Executive Director to focus on high-level business objectives.Key Responsibilities:Manage and coordinate the Executive Director’s complex calendar, schedule meetings, appointments, and organise all travel arrangements.Act as the primary liaison between the executive and internal/external clients. Screen incoming communications (phone calls, emails, mail), prioritise responses, and handle requests and queries appropriately to ensure prompt and professional communication.Coordinate logistics for meetings, including venue booking, equipment setup, and catering arrangements. Attend executive meetings to take accurate dictation and minutes, ensuring follow-up on critical action items.Prepare, organise, and produce documents, reports, presentations, and correspondence. Maintain an organized filing system for both digital and physical documents.Create and manage complex spreadsheets for data tracking, analysis, and reporting. Utilise advanced Excel functions to analyse trends, assist in budget preparation, and prepare project reports to update stakeholders as required.Support project management tasks and track deadlines for strategic initiatives. Source office supplies, track and process expenses for accurate reporting, and manage day-to-day administrative duties.Maintain strict confidentiality and ensure the security of sensitive information at all times.Requirements:Candidates must already be working in Malta.Local working experience is needed.Strong verbal and written communication abilities in both Maltese and English.Exceptional organizational and time-management skills.Ability to multitask, prioritize daily workload, and work under pressure.High level of discretion and professionalism.Ability to work independently and as part of a team.Proficiency in MS Office tools.Proficiency in Microsoft Excel at an advanced level (e.g., creating formulas, pivot tables, data analysis).Education & Experience:Prior local experience as a Personal Assistant, Executive Assistant, or a similar role supporting senior executives is a must.An administration background would be an asset.A Level Standard of Education as a minimum.Qualifications in Business Administration or a related field is a plus.Flexibility to adapt to changing priorities and schedules.Additional Notes:Please note that this is an urgent vacancy with a short hiring timeline. As a result, we are currently seeking candidates already based in Malta who have the legal right to work without requiring a new work permit or a work permit transfer.Working Hours: 25 hours per week & from the office About UsKonnekt:Established in 2007, Konnekt has grown into Malta's leading job agency. Our team is here to simplify your job search by presenting over 400 career options across various fields. We have robust connections with top employers in Malta, making us the ideal choice for anyone considering a career change. At Konnekt, we believe in straightforward actions and staying true to our values. This commitment has been the driving force behind our success. Whether you're seeking new opportunities or exploring a different career path, we are your reliable partner throughout the process. Our website provides more insights into our approach and the array of services we offer. Take a moment to explore and discover how Konnekt can be instrumental in shaping your professional journey.