About This Job
Working at Ballotra
Ballotra, one of Malta’s fastest-growing tech, AI, and marketing powerhouses, is redefining the industry landscape. Since our establishment in 2021, we’ve rapidly expanded our portfolio, partnering with some of Malta’s most prominent brands. As a full-service agency specializing in performance marketing, software solutions, and AI automation, we’re primed for our next phase of explosive growth.
About the Role
We’re looking for a sharp, organised Personal Assistant/Executive Assistant to work side by side with our founder and Managing Director. You’ll be the person who keeps everything running behind the scenes – managing the day-to-day admin across the group and running our office so he can focus on growing the businesses.
This is a genuinely varied role. One day you might be coordinating a client meeting and preparing documents, the next you’re organising logistics for a live event or handling supplier paperwork. You’ll be trusted with real responsibility from day one.
KEY RESPONSIBILTIIES
- Managing the MD’s calendar, inbox, and daily priorities — keeping things moving and making sure nothing slips through the cracks
- Handling general business administration across the group’s companies: paperwork, filing, correspondence, and coordination with our accountants and service providers
- Issuing invoices, following up on payments, and keeping our records tidy (we use Zoho Books — full training provided)
- Running the office: keeping the space organised, managing supplies, liaising with vendors and service providers, and making sure the team has what they need to do their best work
- Coordinating with clients, suppliers, and our internal team to keep projects and commitments on track
- Supporting event logistics, travel arrangements, and ad-hoc errands
- Generally being the MD’s right hand — anticipating what’s needed before being asked
Who we're looking for
- 2–5 years of experience in an administrative, office management, or executive assistant role — ideally some combination of the two
- Extremely organised, with strong attention to detail — you’re the type who notices when something’s off
- Proactive and resourceful — you don’t wait to be told, and you figure things out
- Excellent written and spoken English; Maltese is a plus
- Comfortable with technology and quick to learn new tools
- Discreet and trustworthy
- Based in Malta and able to work in person from our Hamrun office
Nice to Have
- Experience with invoicing or finance tools such as Zoho Books or similar systems.
- Basic knowledge of Marketing, IT, Excel and other standard computing applications
- Valid driving licence and access to a vehicle.
Qualifications
- Degree or diploma in business administration, management, or marketing
- Accounting qualifications is a bonus
COMPANY CULTURE
Wellness Programme
Work can get busy, and life doesn’t always slow down. Our Wellness Programme is designed to support your physical and mental health, so you can recharge, reset, and feel your best, at work and beyond.
Online Courses
Never stop learning. We cover online courses so you can level up in whatever area lights your fire. Want to master a new skill? We've got you. Because self-growth isn’t just a want, it's a must.
Hybrid Work
Working in your pyjamas? Whether it’s your home office, a cafe, or a friend in another country, we trust you to get things done your way. Productivity + comfort = the perfect combo.