Personal Assistant and Office Administrator

V.J Salomone Limited in Malta is currently looking to recruit a Personal Assistant and Office Administrator to join their team on a full-time basis.

Overview:

We are looking for a dynamic, highly organised, and versatile individual to join our team as a Personal Assistant and Office Administrator. This dual-role position is vital for ensuring the smooth operation of our office and providing direct support to senior management.

Key Responsibilities

Personal Assistant Duties:

• Provide comprehensive support to the Executive Director, managing schedules, appointments, and meetings
• Handle incoming and outgoing communications, including emails, phone calls, and correspondence, on behalf of the Executive Director
• Arrange travel itineraries, accommodations, and logistics for international trips
• Screen calls, emails, and correspondence, handling inquiries on behalf of the Executive Director
• Prepare agendas, reports, and presentations; take minutes during meetings and follow up on action items.

Office Administration Duties:

• Oversee daily office activities to ensure efficiency, liaising with including inventory management and supplies procurement
• Maintain accurate and up-to-date filing systems, including digital and physical records
• Liaise with service providers and vendors for maintenance, repairs, and office needs
• Organise and coordinate office events, meetings, and other activities
• Act as a point of contact for staff inquiries, assisting with onboarding and day-to-day HR tasks as needed.

Qualifications and Experience

• Diploma or Bachelor’s degree in Business Administration, Management, or a related field (preferred)
• Proven experience in a similar role as a Personal Assistant, Office Administrator, or Office Manager
• Proficiency in Microsoft Office Suite and office management software
• Excellent organisational and time management skills
• Strong written and verbal communication abilities in both Maltese and English is mandatory
• Ability to multitask and prioritise workloads in a fast-paced environment.

The ideal candidate will exhibit a high level of professionalism and discretion, ensuring confidentiality and trust in their role. They should possess strong problem-solving and decision-making skills, coupled with a keen attention to detail and the ability to manage competing priorities effectively. Proactive, resourceful, and adaptable, the candidate should also excel in building strong relationships at all levels through exceptional interpersonal skills.

What We Offer

We offer a competitive salary and benefits package, a collaborative and supportive work environment, and numerous opportunities for career development and growth, ensuring you can thrive both personally and professionally.  

All applications will be processed in accordance with local GDPR legislation and in line with company Privacy Policy.