Executive Personal Assistant

About Our Client

Heroix is collaborating with a well-established group. Supported by experienced leadership, the Business continues to strengthen its presence in Malta and overseas while pursuing carefully considered opportunities for sustainable expansion.

Role Overview

The Executive Personal Assistant will provide trusted support to the Chief Operations Officer while coordinating the administrative requirements of the office. The position combines executive assistance, workplace administration, HR support and property-related coordination, making it ideal for a resourceful professional who can manage varied priorities with discretion and accuracy.

Key Responsibilities

• Executive Support: Coordinate diaries, arrange appointments, prepare travel plans, organise itineraries and issue timely reminders to members of senior management.
• Communication Management: Screen and respond to telephone calls, messages and correspondence, acting as a professional link between management, employees, tenants, contractors and external contacts.
• Office Coordination: Oversee routine administrative activities, maintain organised filing systems and databases, monitor stationery and resource levels, and help colleagues address operational requirements efficiently.
• Business Operations Support: Work alongside the Chief Operating Officer on administrative matters connected with the Company’s daily activities and contribute to the effective coordination of internal operations.
• Personal and Event Assistance: Support senior leaders with occasional personal requirements, external errands and the organisation of meetings, functions or other arrangements.
• Insurance Administration: Coordinate documentation relating to the Company’s insurance portfolio, including the processing of policy renewals and applications for new cover.
• HR Administration: Assist with employee onboarding, keep personnel documentation current and support the administration of staff benefits and related records.
• Property and Tenant Coordination: Keep accurate information on property owners, tenants and occupants, receive reports concerning repairs or maintenance, and refer each matter to the appropriate Property Manager.
• Maintenance Liaison: Communicate with maintenance employees regarding work taking place within the premises and help maintain current emergency contact details for contractors and essential service providers.
• Meeting Administration: Attend Company meetings when required, accurately document the discussions and decisions, and distribute or retain the resulting records appropriately.
• General Support: Respond constructively to evolving business needs and undertake additional assignments that reasonably fall within the scope of the position.

Qualifications, Skills and Attributes

• Education: A diploma in Business Administration or an equivalent qualification is required. Further training or certification in office management, administration or a related discipline would be considered advantageous.
• Experience: Previous experience supporting executives or senior managers in a personal assistant, executive assistant or comparable administrative capacity is required.
• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.
• Communication Skills: Strong written and verbal communication abilities, accompanied by accuracy, attention to detail and a professional approach to correspondence.
• Interpersonal Skills: A courteous and cooperative manner, with the confidence to engage effectively with senior leaders, colleagues, tenants, service providers and other external parties.
• Technical Skills: Competence in Microsoft Word, Excel and PowerPoint, together with the ability to use standard workplace software, databases and office equipment.
• Organisation: Excellent planning and diary-management abilities, with the capacity to coordinate several assignments, determine priorities and complete work within the required timeframes.
• Confidentiality: Sound judgement and integrity when dealing with private, commercially sensitive or employee-related information.
• Self-Motivated: A proactive and dependable approach, with the initiative to identify requirements in advance and progress tasks with minimal supervision.
• Problem-Solving: A practical and resourceful mindset, supported by the flexibility to respond calmly when schedules, requests or business priorities change.

What’s on Offer

• Compensation: A competitive remuneration package reflecting the responsibilities and scope of the position.
• Working Hours: This is a full-time appointment, with further information regarding the working arrangement to be discussed during the recruitment process.
• Other Benefits: Details of any additional benefits will be communicated during the selection process.
• Career Development: Opportunities for professional growth and advancement within a dynamic and expanding company.

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 enhance your CV.
• Interview Planning: Get personalised preparation sessions prior to your interviews.
• Cultural Fit Assessment: Understand the Company’s culture to determine whether it offers the right environment for you.
• Long Term: Gain valuable insight into the position and the Business to support a stable, long-term career move.
• Exclusive Opportunities: Access a broader range of employment opportunities.
• Personalised Candidate Profile: Stand out through a detailed profile highlighting your strengths, experience and abilities.
• Ongoing Support and Guidance: Benefit from continuous assistance throughout your job search.
• Networking Opportunities: Leverage our extensive network of industry contacts to access exclusive positions.
• Time Efficiency: Save time and effort through our streamlined and effective recruitment strategies.
• Tailored Job Matching: Find the right fit through customised job matching based on your experience, skills and career objectives.
• Feedback Loop: Remain informed and engaged through regular updates and feedback regarding your application.

Heroix – Rise to New Heights

Follow Heroix on our social media channels to be the first to know about our exclusive job offers:
 

• LinkedIn
• WhatsApp
• Facebook 

Licensed and regulated by the Government of Malta under DIER Agency Licence No. 00412-2025