Office Administrator

Office Administrator – Executive Offices & Hotel Administration

DoubleTree by Hilton Malta Employment Type: Full Time

About the Role

DoubleTree by Hilton Malta is seeking a highly organized and proactive Office Administrator to support the hotel's Executive Directors and oversee the day-to-day administration of the hotel's executive and administrative offices. This is a key support role requiring discretion, excellent communication skills, and the ability to manage multiple priorities in a fast-paced hospitality environment.

Key Responsibilities

• Provide comprehensive administrative support to the Hotel's Executive Directors and senior management team
• Manage diaries, schedule meetings, and coordinate appointments for executive leadership
• Prepare correspondence, reports, presentations, and meeting minutes
• Organize and maintain filing systems (physical and digital) for administrative and executive offices
• Act as first point of contact for internal and external communications directed to the executive office
• Coordinate travel arrangements, expense reports, and invoicing for the executive team
• Liaise between departments (Front Office, HR, Finance, F&B, Housekeeping) to ensure smooth information flow
• Assist preparation of board meetings, ownership reports, and corporate documentation when necessary
• Maintain confidentiality of sensitive hotel and company information
• Order and manage office supplies and equipment for administrative areas
• Manage Time & Attendance-related processes for the Rooms and Management team, ensuring accuracy and compliance with internal policies.
• Handle incoming calls, emails, and visitors to the executive offices professionally
• Assist with special projects, events, and ad hoc administrative tasks as assigned

Requirements

• Previous experience in an administrative, executive assistant, or office management role (hospitality experience preferred)
• Excellent command of English (spoken and written); Maltese and/or additional languages an advantage
• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Previous experience with Shireburn Indigo will be considered a strong asset.
• Excellent organizational and time-management skills
• High level of discretion and professionalism when handling confidential information
• Strong interpersonal and communication skills
• Ability to multitask and work independently under pressure
• Flexibility and a proactive, can-do attitude
• A relevant qualification in Business Administration or similar is a plus

What We Offer

• Competitive salary package
• Opportunities for career growth within Hilton's global network
• Ongoing training and development
• Team member benefits including hotel discounts worldwide
• A dynamic, supportive, and professional working environment

DoubleTree by Hilton Malta is an equal opportunity employer committed to diversity and inclusion in the workplace.