Workplace Type: onsiteJob Description:About UsAt Saint James Hospital Group, we bring over 25 years of healthcare expertise, known for our excellence, innovation, and advanced technology. Join our dynamic team that values collaboration, continuous learning, and personal growth.Job SummaryThe Personal Assistant (PA) provides high-level administrative support to the Chief Executive Officer (CEO) and senior management team at Saint James Hospital. This role involves managing communications, scheduling, documentation, and various operational tasks, while acting as a key point of contact for internal and external stakeholders.Key Tasks & Responsibilities
Manage the CEO’s office, including diary management, correspondence, supplies, and office upkeep.
Provide comprehensive administrative support to the CEO and senior management.
Coordinate meetings, conference calls, and travel arrangements; attend meetings and record minutes when required.
Serve as a liaison between the CEO and staff, clients, or external parties, handling queries and communications professionally.
Maintain accurate records, including contracts, insurance policies, and mobile service agreements, ensuring timely renewals and updates.
Support procurement and financial processes by handling authorised purchases, maintaining records, and liaising with Finance.
Oversee and coordinate the duties and leave schedules of the Estate Facilitator.
Manage travel logistics and visa arrangements, ensuring smooth and efficient itineraries.
Handle confidential documents securely and maintain organized physical and digital filing systems.
Liaise with directors, shareholders, auditors, and banks for signatures, documentation, and other administrative needs.
Assist with event planning, such as organising corporate gifts and donations.
Prepare reports, presentations, and other documentation as needed.
Perform other general PA and secretarial duties as required.
Note: This job description is not exhaustive and may evolve in line with the needs of the CEO and the organisation.Requirements
Friendly, smart, confident and reliable personality with excellent verbal and written communication skills and telephone manners.
Advanced level of English, especially in written business communications.
Fluent in Maltese.
Possess integrity and the ability to maintain discretion and confidentiality at all times.
Excellent organisation and time-management skills.
Flexibility and adaptability to cope with changing priorities.
Excellent secretarial skills with intermediate to advanced MS Office knowledge (must be fully conversant in MS Word, Excel, PowerPoint, Outlook).
Two to three years’ experience in a top-level, high-pressure, deadline-oriented PA, secretarial or senior administration environment.
Proactive attitude, with a meticulous work approach.
Clear thinking skills, levelheaded and solution-oriented.
Experience in preparing contracts is considered an asset.
What’s in it for you
Internal training programs and skill development initiatives
Support with training and professional development
Employee referral bonus incentive
Complimentary daily Lunch
Staff and family discounts on hospital services and fees
Staff Discounts on products and services from our subsidiaries
State-of-the-art equipment and technology
Join us for exceptional benefits and a positive work culture.
