Executive Assistant (Immigration and Employment) (Trilingual EN/ES/PT) (recruiting from Malta and abroad)

We are looking to hire a trilingual (English, Spanish and Portuguese) Executive Assistant (Immigration and Employment) to support the Managing Director of the agency on a full-time basis. Provide all-encompassing support to the Managing Director in terms of his professional affairs with a focus on immigration and employment matters, overseeing his work schedule, document management and supporting his client relations.

Manage and maintain the Managing Director's schedule, including scheduling, preparation, organisation of and participation in meetings and appointments as necessary. Track and manage all important deadlines related to the Managing Director's professional affairs, ensuring timely completion of tasks and submissions. Maintain an efficient and secure filing system for all physical and digital documents.

Filter, prioritise, and administer the Managing Director’s email and telephone interactions. This includes reviewing correspondence, drafting responses and flagging urgent messages for immediate attention as well as screening phone calls, taking detailed messages, and managing professional communications via WhatsApp and other channels.

Keep an updated database of clients, including contact details, case summaries and financial tracking. Prepare documentation, including applications for immigration and employment permits as required. Research elements of Maltese and EU law and policy as well as prepare briefs related to immigration and employment. Coordinate with staff members to ensure smooth communication and workflow, helping to set team priorities and track progress on projects while keeping the Managing Director updated.

Assist in handling the Managing Director’s social media accounts and online community engagement, responding to inquiries, taking initiative and maintaining a positive personal brand image.

Requirements

• University degree in International Relations, Administration, Business Studies, European Studies or Law or similar.
• Experience of at least 1-3 years in an administrative or executive or similar role related to immigration or employment in Malta or abroad.
• Mastery of written and spoken English, Spanish and Portuguese (minimum B2 level).
• Strong organizational and time-management skills.
• The ability to multi-task, be proactive and communicate diplomatically Benefits A gross annual salary starting at 18k will be offered, depending on qualifications and experience. The Latino Agent is a licenced recruitment and temporary work/outsourcing agency. Established in Malta since 2018, The Latino Agent has built up an extensive network of clients and vacancies which we can proactively match with candidate profiles. We are experts in labour migration and provide support in this process, whether relocating from abroad and seeking a first job in Malta or already in Malta looking for a better opportunity.