Executive Assistant

Malta
Permanent
Full-time

29 days ago

The Executive Assistant plays a key role in providing high-level administrative and coordination support. This position requires exceptional organisational, communication, and coordination skills to ensure the smooth execution of executive priorities and daily operations.As the Executive Assistant, you will serve as a key partner to top leadership, acting as the central point of contact between executive management, internal teams, and external stakeholders.The purpose of the role is to reduce management workload, prevent issues from falling through the cracks, and ensure that operations run smoothly and efficiently.This role carries high visibility, confidentiality, and strategic exposure. You will be expected to manage sensitive matters with discretion, maintain a high level of professionalism, and contribute to effective administrative and operational governance.Key ResponsibilitiesExecutive Support

Provide high-level administrative and coordination support to the Joint CEO’s and Senior Management
Manage complex calendars for senior leadership, including scheduling, prioritising, rescheduling, and conflict resolution.
Coordinate local and international travel arrangements, itineraries, and accommodation.
Prepare high-quality executive-level reports, presentations, meeting agendas, board packs, and formal minutes.
Draft, manage, and coordinate correspondence and communications on behalf of senior management where appropriate.
Ensure that all management decisions, actions, and requests are tracked, followed up, and closed within agreed timelines.
Act as a trusted administrative partner to senior leadership, exercising discretion and judgment in all matters.

Administrative Oversight

Act as the central coordination point for executive-level administrative and governance processes.
Ensure that administrative outputs meet professional, governance, and confidentiality standards.
Identify risks, gaps, or inefficiencies in administrative processes and proactively propose improvements.

Meeting Management

Organise and support internal and external meetings, board sessions, and strategic planning workshops.

Attend designated meetings to take accurate, structured minutes and ensure follow-up actions are implemented.
Liaise professionally with stakeholders, external parties in line with management direction.
Represent the CEOs, Executive and Senior Management professionally in interactions with high-level stakeholders, clients, and partners
Ensure consistent, clear, and professional communication across stakeholders.

Office Operations & Communication

Ensure alignment and consistency in internal communications issued by senior management.
Coordinate information flow between executives, departments, and external parties.
Act as a reliable escalation point for administrative or coordination issues impacting management effectiveness.
Always maintain absolute confidentiality and professional discretion.

Governance & Process support

Support governance requirements, including documentation and record-keeping.
Maintain accurate, complete, and confidential records, reports, and filing systems in line with regulatory and governance standards.
Support the implementation and maintenance of internal systems and processes to enhance operational efficiency and control.

Required Qualifications & Experience

Minimum 5 years’ experience in a senior administrative, executive assistant, or coordination role.
Demonstrated experience supporting senior or executive-level management in a highly confidential and fast-paced environment.
Proven ability to operate independently, manage competing priorities, and take ownership without the need for close supervision.

Tertiary level of education – preference with a Degree in Law, Business Administration or a related field.

Required Skills & AttributesCommunication & Interpersonal SkillsAbility to communicate clearly, diplomatically, and persuasively across all levels of the organisation.Demonstrated strength in preparing executive-level reports, delivering impactful presentations, and facilitating governance discussions with clarity and confidence.Maintains strict confidentiality and builds trusted relationships with key stakeholders.Attention to Detail & AccuracyRigorous attention to detail in monitoring legal documentation, insurance handling, and meeting governance standards.Capable of identifying potential risks or deviations and ensuring meticulous record-keeping and reporting practices.Organisational Excellence & Time ManagementProven ability to manage multiple high-stakes responsibilities simultaneously, including scheduling executive calendars, coordinating cross-functional tasks, and driving timely execution of assigned actions and deliverables.Strong prioritisation and project tracking skills in fast-paced environments.High Ethical Standards & IntegrityDemonstrates unquestionable integrity and commitment to ethical behaviour, especially when handling sensitive information and leading compliance matters.Serves as a role model for ethical conduct and accountability within the organisationStrategic & Analytical ThinkingStrong critical thinking skills to anticipate risks, identify inefficiencies and support informed decision-making by senior leadership.Proactive Problem SolvingDemonstrated capacity to anticipate issues before they escalate, assess implications across departments, and develop structured action plans.Maintains composure under pressure and ensures business continuity during high pressure or critical operational situationsDigital Literacy & Systems OrientationProficiency in document management systems, calendar scheduling tools, and collaborative workspaces (e.g. Microsoft 365, SharePoint).Strong interest in adopting digital tools to streamline compliance tracking and reporting.Company Culture Fit

Embrace and uphold the company's values, mission, policies, and procedures.
Demonstrate a proactive and solution-oriented approach to challenges.
Strive for continuous improvement and innovation in practice.
Be loyal to the company values and present a united front if communicating with the customer on behalf of Alberta.

Remarks

The job holder will carry out duties as directed by senior management within the reasonable scope of the role.
Responsibilities may evolve in line with organisational, governance, or regulatory requirements.

Alberta

Apply Now