FULL TIME
HAL QORMI, MALTA
FULL DAY
22 September 2026
Ref: 453483

Seeking a Personal Assistant & Office/Project Coordinator to support admin, coordinate projects, manage calendars/meetings, take minutes, liaise with clients/suppliers, and maintain records. Full-time, fluent Maltese & English preferred.

We are looking for a highly organized, proactive, and reliable Personal Assistant & Office/Project Coordinator to provide administrative and operational support while assisting with the coordination and management of various projects. The role involves working closely with management, clients, suppliers, and other stakeholders to ensure that projects are properly organised, deadlines are met, and day-to-day office operations run smoothly. Key Responsibilities Provide administrative and organizational support to management and assist with day-to-day office activities. Manage calendars, appointments, meetings, and schedules, ensuring effective coordination and prioritization. Coordinate multiple small projects from the planning stage through to completion. Monitor project timelines, deliverables, deadlines, and follow-up actions to ensure projects remain on track. Liaise with clients, suppliers, service providers, and other stakeholders as required. Arrange and coordinate project and management meetings, including preparing agendas and relevant documentation. Take accurate meeting minutes and maintain records of decisions, action points, and follow-up requirements. Proactively follow up with relevant parties to ensure outstanding actions and deadlines are addressed. Identify potential delays, issues, or risks and escalate or follow up as appropriate. Maintain organised project files, documentation, reports, and status updates. Assist with the preparation of correspondence, reports, presentations, and other administrative documents. Manage and maintain efficient administrative processes and filing systems. Support the smooth running of the office, including coordination with suppliers and service providers where necessary. Handle confidential information with discretion and professionalism. Provide general administrative and coordination support to management and the wider team as required.

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

ISCED Level: Bachelor or equivalent - Level (6)

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

Past Experience

Occupation

Experience(months)

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

Driving Licences

No Driving Licenses required for this vacancy

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Salary: €24,000-30,000 per year

Personal Assistant

Job Description