Job Description: Personal Assistant

The American University of Malta is a dynamic, growing institution, located in the beautiful medieval centre of the Mediterranean in Malta. We are looking for a Personal Assistant to join our team to support general duties. Our workforce is diverse, and we value the strength of our personality and the right fit for our culture. We are seeking ambitious and talented professional and academic staff to add energy and experience to our community.

Preferably the Personal Assistant should be someone who is ideally highly organized and with a strong problem-solving approach. The role involves dealing with a wide range of matters on the behalf of the Principal’s Office, often of a highly confidential and sensitive nature. We are looking for someone with a high level of professionalism and attention to detail, capable of dealing with individuals at all levels and flexible in their approach with a willingness to learn new skills and procedures.

Responsibilities

• Act as the point of contact between the manager and internal/external clients

• Screen and direct phone calls, emails or letters and distribute correspondence

• Handle requests and queries appropriately

• Manage diary and schedule meetings and attend them and appointments

• Make travel and hotel arrangements or any business accomodation

• Take dictation and minutes and distribute it to all participants

• Source office supplies

• Produce reports, documents,presentations and briefs

• Devise and maintain databases and office filing system

• Planning conferences, workshops, seminars and other events and arranging refreshments if required.

• Collating and filing the manager’s business expenses and travel expenses

• Conducting research and present findings on behalf of the manager

• meet and greet visitors at all levels of seniority

• liaise with clients, suppliers and other staff.

• Reporting to senior management and performing secretarial and administrative duties.

• Copying, scanning, and faxing documents, as well as taking notes.

• Ordering office supplies and replacements, as well as managing mail and courier services.

• Observing best business practices and etiquette.

Requirements

• Proven work experience executive secretary, or office manager role as a personal assistant

• Knowledge of office management systems and procedures and maintaining them 

• High familiarity with MS Office Outlook, Word, Excel, and PowerPoint) and English proficiency

• Outstanding organizational and time management skills

• Up-to-date with the latest office gadgets and applications

• Ability to multitask and prioritize daily workload

• Excellent verbal and written communications skills

• Discretion and confidentiality

• High School degree

• PA diploma or certification would be considered an advantage with 1-2 years of experience

• Ability to follow established processes

• Ability to communicate clearly and concisely with clients of all levels both internally and externally

• Customer service skills

• High level of attention to detail

• the ability to work under pressure, and often to tight deadlines

• the ability to research, digest, analyse and present material clearly and concisely

• excellent interpersonal skills

• the ability to work on your own initiative

• honesty and reliability

• flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines

• discretion and an understanding of confidentiality issues.

• Advanced typing, note-taking, recordkeeping, and organizational skills.

• Working knowledge of printers, copiers, scanners, and fax machines.

• Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding.

Our Equality, Diversity and Inclusion Commitment

We are committed to creating an inclusive culture where all members of our community are supported to thrive; where diverse voices are heard through our engagement. 

Salary

Salary on offer is competitive and negotiable.

Application Process:

Submit the following materials via email by [02/07/25]:

Cover Letter addressing alignment with the position’s teaching, research, and diversity goals.

Curriculum Vitae (CV) including publications, teaching experience, and grants.

Further information

To find out more, please get in touch with our HR Department and all enquiries should be to: hr@aum.edu.mt