Executive Assistant

Mdina Partners is seeking an experienced and highly organised Executive Assistant to provide high-quality, confidential administrative and organisational support to the CEO, ensuring the smooth day-to-day running of his schedule, correspondence and priorities. 

In addition to core Executive Assistant duties, the role includes hands-on support during tender submissions - assembling, formatting and tracking compliant bid documentation to tight, externally imposed deadlines. This is a varied role suited to someone who is highly organised, discreet, and comfortable moving between traditional executive support and administrative coordination. 

Key Responsibilities 

• Manage diary and calendar scheduling, proactively resolving conflicts and prioritising time.

• Manage inbox / email correspondence, flagging priorities and drafting responses where appropriate.

• Book and plan travel arrangements, including itineraries and logistics. 

• Prepare for meetings and take accurate minutes. 

• Attend meetings, capture and track action points (both the CEO’s own actions and shared follow-ups)  through to completion. 

• Provide administrative assembly of tender submissions. 

• Act as a liaison point for clients on behalf of the CEO. 

• Plan and coordinate events. 

• Track projects and follow up on outstanding items to keep work moving forward.

Required Skills and Competencies 

• Approximately 3–6 years of relevant experience in an Executive Assistant, Personal Assistant or similar role. 

• This role requires practical comfort with: 

  • General competence across Word, Excel, PDF and AI tools 

  • E-procurement portals - logging in, uploading documents, and tracking submission status.

  • Working independently with standard recurring / templated forms and reports 

• Alongside the following personal attributes: 

  • Strong interpersonal skills. 

  • High attention to detail. 

  • Comfort working to deadlines. 

  • Sound discretion and judgement when handling sensitive information (bid pricing, staffing details,  correspondence, and executive / board-level data). 

  • Fluency in English and Maltese. 

• Desirable: 

  • Prior experience in consulting or professional services. 

Benefits 

• Flexible working arrangement (20-30 hours per week).

• Support for professional development. 

• Opportunity to pursue further studies with Knights College.