Personal Assistant to the General Manager

Shortletsmalta Limited is currently seeking to recruit a Personal Assistant to the General Manager on a full-time basis. 

Job Role:
As a PA to the GM, the primary focus would be on supporting the administration and operations of the business.

ONLY EU/EEA/Swiss nationals who are eligible to work in Malta, or UK nationals who are currently in possession of a valid work permit may apply.

Typical duties and responsibilities for this role
Administrative Support:

• Assist General Manager in managing and organising daily activities, including scheduling meetings, coordinating appointments, and maintaining calendars
• Prepare and distribute correspondence, memos, reports, and other documents as required
• Handle incoming and outgoing communications
• Maintain and update files, records, and databases, ensuring accuracy and confidentiality
• Prepare presentations, spreadsheets, and other materials for meetings and reports
• Conduct research and gather data to support decision-making processes
• Support General Manager in monitoring and controlling operational costs and identifying areas for improvement.

Operations Coordination:

• Support the drafting, implementation and enforcement of operational policies, procedures, and guidelines
• Assist in the overall coordination and management of the business, including guest relations, coordinating with reservations staff and resolving complaints
• Collaborate with housekeeping, maintenance, and other relevant teams to ensure apartments are well-maintained and meet quality standards
• Coordinate embellishment works and upgrades of apartments, update photos of properties and other marketing and branding initiatives
• Monitor the procurement process and coordinate with suppliers and vendors for the procurement of necessary equipment, supplies and services
• Supervise the inventory of apartment supplies, such as toiletries, linens and kitchenware, ensuring sufficient stock levels.

Customer Service and Guest Relations:

• Manage the Customer Relations Strategy to ensure a consistent approach and focus on clients from all team members and service providers
• Interact with guests, respond to inquiries, and provide information related to their stay
• Address guest concerns or issues promptly and ensure satisfactory resolutions.

Team Coordination:

• Assist in coordinating staff schedules, including shift rotations, vacation planning, and attendance management
• Facilitate effective communication and collaboration among team members
• Assist in training and onboarding new staff members
• Support the General Manager in evaluating employee performance and providing feedback.

Requirements:

• Previous experience in a similar role as a personal assistant
• Familiarity with holiday accommodation operations, including reservation systems, customer service processes, and administrative procedures
• Excellent verbal and written communication skills
• Proficient in English and at least one other main European language
• Possess excellent organisational skills, resourceful and able to handle unexpected challenges or obstacles effectively
• Ability to prioritise tasks and meet deadlines, to easily adapt to changing priorities and can handle multiple tasks simultaneously
• Strong problem-solving skills and the ability to think critically
• Maintain professional and diplomatic communication with internal and external stakeholders
• Strong interpersonal skills are essential for building relationships with staff, clients and business partners
• A keen eye for detail to ensure accuracy in written documents, reports, and other communications
• The PA will be privy to sensitive information, so maintaining a high level of confidentiality and exercising discretion is critical
• Proficiency in using standard office software such as word processing, spreadsheets, and presentation tools is necessary.

Benefits:

• An attractive salary, matching experience in a similar role
• Performance bonus
• 25% commission on upselling of ancillary services
• Training will be provided
• Use of Company mobile phone