FULL TIME
HAL QORMI, MALTA
FULL DAY
31 August 2026
Ref: 451766

We are looking for an Executive Assistant to join our team on full time basis.

Position Summary: We are seeking an outstanding Executive Assistant to join our team and support our leadership. In this role, you will act as a trusted partner, managing critical day-to-day operations, streamlining communications, and ensuring the executive's time is optimized for maximum impact. The ideal candidate thrives in a fast-paced environment and exercises impeccable judgment. If you are highly organized, thrive in a collaborative family environment, and want a long-term career where your loyalty and dedication are genuinely valued, we would love to meet you. Key Responsibilities:

Calendar & Schedule Management: Serve as the gatekeeper for the executive's calendar, strategically prioritizing requests and resolving scheduling conflicts.
Communication Liaison: Screen incoming calls, manage email correspondence, and draft professional communications on behalf of the executive.
Travel & Logistics: Coordinate seamless domestic and international travel arrangements, including flights, lodging, local transit, and detailed itineraries.
Meeting Support: Prepare briefing materials, agendas, and presentations. Attend meetings to record accurate minutes and track actionable follow-up items.
Confidentiality: Handle highly sensitive corporate and personal information with the utmost discretion and professionalism.

Profiles

If multiple Education and Language Profiles are defined, please note that you must fit at least one of them, but not necessarily all.

PROFILE 1

Language

Reading

Speaking

Understanding

Writing

ENGLISH

MALTESE

ISCED Level: Lower secondary education - Level (2)

Competencies

Check authenticity of documents and titles to ownership or check correctness of inventory
Code, file and archive documents
Consult client files as preparation for planned talks/meetings
Coordinate and organise flows of information for functioning of department or organisation (directives, meetings...)
Coordinate internal communication of the enterprise (meetings, notes, directions,...)
Copy documents
Draft texts for private persons or firms: correspondence
Enter and lay out documents. Forward and file documents
Enter documents, handle correspondence and manage email messages
Making stock inventory (check use-by dates, quantities...)
Organise meetings for project group. Write reports
Perform administrative/management tasks (planning/emails/correspondence/invoicing/application for permits...)
Take (dictated) notes or draw up minutes of meetings, conferences...

Past Experience

Occupation

Experience(months)

EXECUTIVE OFFICER (EO)

Driving Licences

No Driving Licenses required for this vacancy

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Salary: €23,000-25,000 per year

Executive Assistant

Job Description