Personal Assistant to the General Manager - Administrative jobs in Malta - May 2024
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Personal Assistant to the General Manager

Shortletsmalta Ltd , Central Malta

Published on 24 May 2023

Expired on 23 Jun 2023


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

Shortletsmalta Limited:
Shortletsmalta is a leader in the holiday rentals and hospitality sectors offering a full range of services to enhance the customer experience for its clients.  Managing over 150 properties and four B&Bs, the company has built a solid reputation in providing a variety of quality accommodation to meet the different needs and expectations.  We offer a vast range of properties and services from comfortable apartments in central locations to luxury villas for our discerning clients who want to relax in great surroundings. Shortletsmalta prides itself in employing a dynamic workforce, all experienced and dedicated staff, making it an ideal workplace for those who seek to start, or further enhance, their career in the hospitality sector.

salary
€18,000 to €20,000 / year
Salary
time
Full Time
Job Type
experience
Intermediate (1-3 years), Experienced (3 years +)
Experience Level
category
Administrative
Category
industry
Travel & Leisure
Industry


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