Ceek Talent working in partnership with a leading Maltese company is seeking a Senior Administration Executive to provide high-level administrative, governance, and coordination support. This senior role oversees executive processes end-to-end, ensuring priorities are executed, decisions followed through, and governance standards maintained. Acting as a key liaison between senior management, teams, and stakeholders, the position requires discretion, sound judgment, and independence, with the core aim of reducing management workload and supporting effective operationKey Responsibilities· Provide high-level administrative and coordination support to senior leadership, ensuring smooth day-to-day executive operations· Manage complex calendars, including scheduling, prioritising appointments, resolving conflicts, and adjusting plans as needed· Arrange local and international travel, including flights, accommodation, and detailed itineraries· Prepare professional reports, presentations, meeting agendas, board documentation, and accurate minutes· Draft and coordinate correspondence and communications on behalf of senior management when required· Monitor management decisions, tasks, and requests to ensure they are followed through and completed within agreed timelines· Act as a dependable and trusted support partner to senior leaders, maintaining discretion and sound judgment· Serve as a key coordination point for executive-level administrative and governance activities· Ensure all administrative work meets high standards of professionalism, accuracy, and confidentiality· Oversee administrative workflows to maintain consistency, reliability, and accountability· Identify potential risks, gaps, or inefficiencies and recommend practical improvements· Escalate urgent or sensitive matters promptly to the appropriate level of management· Organise and support internal and external meetings, ensuring all logistics are handled effectively· Attend selected meetings to take clear, structured minutes and track follow-up actions· Liaise professionally with internal teams, stakeholders, and external partners in line with management direction· Support senior leadership by representing their administrative interests in coordination matters· Promote clear, consistent, and professional communication across all stakeholders· Help ensure alignment and consistency in internal communications issued by senior management· Coordinate the flow of information between executives, departments, and external contacts· Act as a reliable point of escalation for administrative or coordination issues affecting leadership effectiveness· Maintain strict confidentiality and professionalism in all aspects of the role· Support governance and compliance activities through accurate documentation, record-keeping, and audit preparation where required· Maintain well-organised, complete, and confidential records, reports, and filing systems in line with regulatory standards· Assist in implementing and maintaining internal systems and processes that improve operational efficiency and controlWhat are you expected to bring?· Minimum of 5 years’ experience in a senior administrative, executive assistant, or coordination role, with a strong track record of supporting senior leadership in fast-paced, confidential environments· Proven ability to work independently, manage competing priorities, and take full ownership of responsibilities without close supervision· Excellent written and verbal communication skills, with the ability to engage clearly, diplomatically, and confidently at all organisational levels· Demonstrated experience preparing high-quality executive reports, presentations, and formal governance documentation· Strong relationship-building skills, with the ability to work closely with senior stakeholders while maintaining appropriate professional boundaries· Highly organised with strong end-to-end task ownership, including tracking actions, managing deadlines, and ensuring timely delivery of outcomes· Exceptional attention to detail, with the ability to identify risks, inconsistencies, or gaps and address them proactively· Skilled at managing multiple high-priority tasks simultaneously, supported by strong planning, prioritisation, and coordination abilities· Demonstrates high levels of integrity, professionalism, and discretion, with experience handling sensitive and confidential information· Strong analytical and problem-solving skills, with an understanding of governance practices, compliance frameworks, and data protection requirements (e.g. GDPR)· Proficient in Microsoft 365, document management systems, and collaborative platforms such as SharePoint, with the ability to use digital tools to improve efficiency and visibilityWhat We Offer· Attractive salary and benefits package· Stable and established company with growth opportunities· Supportive, friendly, and collaborative team environment· Hybrid option after trainingJoin a team where your expertise is valued and your ideas make a real difference, don’t wait apply today and start shaping the future with us!
