FULL TIME
IL-GZIRA, MALTA
FULL DAY
16 September 2026
Ref: 453035

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 Responsibilities:

Assist 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 ensures 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, stationary, kitchen and other office supplies and equipment; place order when approved and maintain stock control.
To adhere with the Health & 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 with the Company Policies.
To perform any other duties assigned by her direct superior from time to time. Qualifications:
An ‘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. Other:
Must be polite, efficient, well organised and able to work on own initiative.
Clean police conduct Benefits
Health Insurance
Loyalty Card
Work Life Balance

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

MALTESE

ENGLISH

ITALIAN

ISCED Level: Post-secondary non-tertiary education - Level (4)

Subjects:

Subject Level Grade

ITALIAN

MALTESE

Competencies

Input letters, charts/tables... according to specific instructions
Take telephone calls. Pass on calls to the desired interlocutors. Take messages
Enter and lay out documents. Forward and file documents
Welcome people and identify their demands
Make travel arrangements for responsible person/teammembers
Run errands at customer or company request
Acquire and collect documents/information; assemble documentation collections
Take (dictated) notes or draw up minutes of meetings, conferences...

Past Experience

Occupation

Experience(months)

PERSONAL ASSISTANT (PA), ADMINISTRATIVE SECRETARIES AND RELATED ASSOCIATE PROFESSIONALS

Driving Licences

No Driving Licenses required for this vacancy

Apply

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Salary: €25,000-35,000 per year

Personal Assistant to Chief Operating Officer

Job Description