EXECUTIVE SUPPORT OFFICER

Marsa, Malta

We are seeking a highly organized and proactive Executive Support Officer to join our Malta-based team. This role plays a key part in ensuring the smooth and efficient handling of day‑to‑day administrative tasks that support the department’s operations.

This is a full-time position; however, reduced hours may be considered for the ideal candidate.

The duties include:

Providing day-to-day operational and administrative support to the General Manager;
Coordinating schedules, meetings, travel arrangements and logistics;
Preparing formal documents, reports, presentations and operational documentation as required;
Supporting operational planning, workflow coordination and follow-up of action items;
Managing correspondence, drafting communication and filtering information for the GM;
Liaising with internal teams including HR and Finance to ensure smooth operational execution and timely updates;
Support with collating team Time & Attendance and sick leave certificates where necessary, in liaison with HR / Payroll, on behalf of senior management.
Maintaining structured filing systems (digital and physical) for operational documents;
Handling confidential matters with discretion and professionalism;
Supporting project coordination, progress tracking and reporting;

The ideal candidate:

NVQ Level 4 or equivalent qualification;
Highly organised, detail-oriented and able to manage multiple operational tasks;
Strong experience in office administration, scheduling, and operational coordination;
Proficient in Microsoft 365 (Outlook, Teams, Excel, Word) and comfortable preparing reports;
Excellent communication skills with the ability to liaise diplomatically at all levels;
Discreet, trustworthy and able to handle sensitive and confidential information;
Ability to work under pressure and meet tight deadlines;
Experience supporting senior management or executive-level roles would be an asset;
Strong problem-solving skills and ability to work proactively;