Executive Personal Assistant

Requisition ID

Job Profile

VistaJet, the first and only global aviation company is looking for a professional, personable and detail focussed Personal Assistant to support one of our Chiefs - providing him with 1:1 dedicated support. You will be able to confidently make decisions and work with a high degree of autonomy.


The Chief you will support travels extensively, which will demand flexibility from you to be able to support him while he is working in different time zones. This role will be based at our Malta Head Office.  

Your Responsibilities

  • Efficient diary management, including regular monitoring of time-sensitive responses and/or deadlines which require follow-up;
  • Full meeting management support, including arranging meetings, preparing agendas, collating and circulating papers, progressing actions, taking and circulating minutes;
  • Proactive coordination of constantly changing global travel arrangements – including visas, flight bookings and accommodation bookings;
  • Producing and editing documents, briefing papers, reports and presentations;
  • Screening telephone calls, emails, mail, enquiries and requests, and handling them on the Chiefs behalf when appropriate;
  • Professionally and courteously meeting and greeting visitiors;
  • Liaising with business acquaintances, suppliers and team members;
  • Liaising with the Office Manager and/or Receptionist to book meeting rooms and arrange catering as required;
  • Maintaining an effective and comprehensive filing system;
  • Processing expenses.

Required Skills, Qualifications, and Experience

  • You must have previous experience of providing 1:1 dedicated PA support to a senior professional; maintaining the strictest confidence at all times;
  • You’re fluent in written and spoken English. Fluency in Italian would be an advantage;
  • You possess the willingness and flexibility to be available for urgent requests out-of-hours and to 'muck in’ and carry out a variety of tasks as necessitated by a growing business;
  • You’re confident and able to act as the gate-keeper to the diary – pushing back on requests where required and proactively supporting in prioritising the Chief’s engagements;
  • This is a fast-paced and ever-changing environment. A high level of flexibility and adaptability is essential. You’ll need to have excellent organisational skills, impeccable attention to detail and the ability to manage your time efficiently;
  • You’re computer literate. You have experience with Microsoft Office programmes, including Outlook, and you’re comfortable using a Mac;
  • You’re pro-active, dynamic and solutions-focused attitude and can remain calm under pressure when dealing with difficult situations or juggling tasks.


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