{"@context":"https://schema.org","@type":"JobPosting","title":"Assistant Administrator – CEO Office","description":"

Assistant Administrator – CEO Office
\nSalary Package: €26,000 to €29,000

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About Our Client

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Heroix is collaborating with a respected group operating across the outsourcing and business services sector. The organisation supplies workforce solutions to several industries and delivers specialist support services, guided by a strong commitment to reliability, dedication and quality.

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Role Overview

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The Assistant Administrator will provide structured administrative support within the executive office, working closely with senior leadership and relevant support personnel. The position is suited to a dependable and discreet individual who can coordinate varied assignments, maintain accurate documentation and help ensure that executive-office activities progress efficiently.

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Key Responsibilities

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Executive Office Assistance: Support the CEO’s Office, the CEO’s Personal Assistant and senior executives with routine administration, coordination and general office requirements.
Meeting Administration: Compile agendas, organise relevant papers and produce clear minutes and action lists when attendance at meetings is required.
Meeting Arrangements: Prepare meeting spaces, make the necessary materials available, receive attendees courteously and attend to their practical requirements.
Correspondence Management: Process emails, letters and telephone enquiries professionally, directing communications appropriately and following up when needed.
Record Administration: Keep physical and digital records orderly, secure and readily accessible while observing the Company’s document-handling practices.
Document Production: Draft, format, review and proofread correspondence, reports, presentations and other formal material.
Travel Coordination: Arrange transport, accommodation and related logistics for the CEO’s official commitments in accordance with applicable internal requirements.
Stakeholder Coordination: Communicate with colleagues, departments and external contacts to support the accurate and timely exchange of information.
Deadline Monitoring: Maintain oversight of open matters, approaching deadlines and agreed actions, issuing follow-ups to help keep deliverables on schedule.
Supplies and Purchasing: Monitor resources required by the executive office and assist with straightforward purchasing procedures.
Administrative Transactions: Help prepare expense submissions, requisitions and related paperwork in line with the relevant financial controls.
Event Assistance: Contribute to the planning and delivery of meetings, workshops and corporate functions, including attendee support and logistical preparation.
Confidential Information: Handle sensitive executive and organisational matters with sound judgement, professionalism and strict discretion.
Team Contribution: Build constructive working relationships and promote a cooperative, service-focused environment across the Business.
Additional Assignments: Undertake other reasonable duties allocated by the CEO, the reporting officer, senior management or an authorised representative.

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Qualifications, Skills and Attributes

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Education: A recognised MQF Level 5 Diploma in Business Administration or another relevant discipline is required. A higher qualification covering an appropriate subject area may also be considered.
Qualification Recognition: Applicants whose qualifications were obtained outside Malta must provide the applicable recognition statement issued through MQRIC within the MFHEA.
Experience: Approximately 3 years of relevant professional experience would be preferred.
Language Skills: Fluency in spoken and written Maltese and English is essential.
Communication Skills: Strong written, verbal and negotiation abilities are required for dealing confidently with different audiences.
Interpersonal Skills: A polite, helpful and service-minded manner is necessary when engaging with colleagues, visitors and external contacts.
Technical Skills: Competence in Microsoft Office applications is required, together with the ability to use suitable analytical and statistical tools.
Organisation: The successful candidate must be able to prioritise competing demands, maintain orderly records and complete assignments within agreed deadlines.
Self-Motivated: A responsible and forward-thinking approach is important, with the willingness to take initiative and identify practical improvements.
Problem-Solving: The position requires sound analytical judgement and the ability to respond constructively to administrative challenges.
Attention to Detail: A careful and accurate approach must be applied to documentation, communication and executive-office processes.
Professional Integrity: The role calls for discretion, accountability and consistently high standards when managing confidential information.

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What’s on Offer

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Appointment Terms: The selected candidate will be appointed subject to a twelve-month probationary period.
Working Hours: The position follows the working schedule established by the Company.
Professional Exposure: The role offers direct involvement in executive-level administration and interaction with senior decision-makers and stakeholders.
Career Development: The successful candidate will gain varied administrative experience while strengthening their coordination, communication and executive-support capabilities.

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What Heroix Offers

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Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
CV Review: Receive candid and constructive feedback to strengthen your CV.
Interview Planning: Benefit from personalised preparation sessions before your interviews.
Cultural Fit Assessment: Gain a clearer understanding of the workplace culture and whether it suits you.
Long-Term Perspective: Receive useful insight into the position and organisation to support a stable career decision.
Exclusive Opportunities: Access a wider selection of employment opportunities.
Personalised Candidate Profile: Present your experience, abilities and strengths through a detailed professional profile.
Ongoing Support and Guidance: Receive continuous assistance throughout your job-search journey.
Networking Opportunities: Benefit from our extensive professional network and access to exclusive vacancies.
Time Efficiency: Reduce the time and effort involved in finding suitable employment.
Tailored Job Matching: Discover opportunities aligned with your experience, abilities and career ambitions.
Feedback Loop: Remain updated and engaged through regular communication about your application.

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Heroix – Rise to New Heights

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Follow Heroix on our social media channels to be the first to know about our exclusive job offers:

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Licensed and regulated by the Government of Malta under DIER Agency Licence No. 00412-2025

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