Assistant Administrator – CEO Office

About Our Client

Heroix is collaborating with a respected group operating across the outsourcing and business services sector. The organisation supplies workforce solutions to several industries and delivers specialist support services, guided by a strong commitment to reliability, dedication and quality.

Role Overview

The Assistant Administration Officer will provide structured administrative support within the executive office, working closely with senior leadership and relevant support personnel. The position is suited to a dependable and discreet individual who can coordinate varied assignments, maintain accurate documentation and help ensure that executive-office activities progress efficiently.

Key Responsibilities

• Executive Office Assistance: Support the CEO’s Office, the CEO’s Personal Assistant and senior executives with routine administration, coordination and general office requirements.
• Meeting Administration: Compile agendas, organise relevant papers and produce clear minutes and action lists when attendance at meetings is required.
• Meeting Arrangements: Prepare meeting spaces, make the necessary materials available, receive attendees courteously and attend to their practical requirements.
• Correspondence Management: Process emails, letters and telephone enquiries professionally, directing communications appropriately and following up when needed.
• Record Administration: Keep physical and digital records orderly, secure and readily accessible while observing the Company’s document-handling practices.
• Document Production: Draft, format, review and proofread correspondence, reports, presentations and other formal material.
• Travel Coordination: Arrange transport, accommodation and related logistics for the CEO’s official commitments in accordance with applicable internal requirements.
• Stakeholder Coordination: Communicate with colleagues, departments and external contacts to support the accurate and timely exchange of information.
• Deadline Monitoring: Maintain oversight of open matters, approaching deadlines and agreed actions, issuing follow-ups to help keep deliverables on schedule.
• Supplies and Purchasing: Monitor resources required by the executive office and assist with straightforward purchasing procedures.
• Administrative Transactions: Help prepare expense submissions, requisitions and related paperwork in line with the relevant financial controls.
• Event Assistance: Contribute to the planning and delivery of meetings, workshops and corporate functions, including attendee support and logistical preparation.
• Confidential Information: Handle sensitive executive and organisational matters with sound judgement, professionalism and strict discretion.
• Team Contribution: Build constructive working relationships and promote a cooperative, service-focused environment across the Business.
• Additional Assignments: Undertake other reasonable duties allocated by the CEO, the reporting officer, senior management or an authorised representative.

Qualifications, Skills and Attributes

• Education: A recognised MQF Level 5 Diploma in Business Administration or another relevant discipline is required. A higher qualification covering an appropriate subject area may also be considered.
• Qualification Recognition: Applicants whose qualifications were obtained outside Malta must provide the applicable recognition statement issued through MQRIC within the MFHEA.
• Experience: Approximately 3 years of relevant professional experience would be preferred.
• Language Skills: Fluency in spoken and written Maltese and English is essential.
• Communication Skills: Strong written, verbal and negotiation abilities are required for dealing confidently with different audiences.
• Interpersonal Skills: A polite, helpful and service-minded manner is necessary when engaging with colleagues, visitors and external contacts.
• Technical Skills: Competence in Microsoft Office applications is required, together with the ability to use suitable analytical and statistical tools.
• Organisation: The successful candidate must be able to prioritise competing demands, maintain orderly records and complete assignments within agreed deadlines.
• Self-Motivated: A responsible and forward-thinking approach is important, with the willingness to take initiative and identify practical improvements.
• Problem-Solving: The position requires sound analytical judgement and the ability to respond constructively to administrative challenges.
• Attention to Detail: A careful and accurate approach must be applied to documentation, communication and executive-office processes.
• Professional Integrity: The role calls for discretion, accountability and consistently high standards when managing confidential information.

What’s on Offer

• Appointment Terms: The selected candidate will be appointed subject to a twelve-month probationary period.
• Working Hours: The position follows the working schedule established by the Company.
• Professional Exposure: The role offers direct involvement in executive-level administration and interaction with senior decision-makers and stakeholders.
• Career Development: The successful candidate will gain varied administrative experience while strengthening their coordination, communication and executive-support capabilities.

What Heroix Offers

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
• CV Review: Receive candid and constructive feedback to strengthen your CV.
• Interview Planning: Benefit from personalised preparation sessions before your interviews.
• Cultural Fit Assessment: Gain a clearer understanding of the workplace culture and whether it suits you.
• Long-Term Perspective: Receive useful insight into the position and organisation to support a stable career decision.
• Exclusive Opportunities: Access a wider selection of employment opportunities.
• Personalised Candidate Profile: Present your experience, abilities and strengths through a detailed professional profile.
• Ongoing Support and Guidance: Receive continuous assistance throughout your job-search journey.
• Networking Opportunities: Benefit from our extensive professional network and access to exclusive vacancies.
• Time Efficiency: Reduce the time and effort involved in finding suitable employment.
• Tailored Job Matching: Discover opportunities aligned with your experience, abilities and career ambitions.
• Feedback Loop: Remain updated and engaged through regular communication about your application.

Heroix – Rise to New Heights

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