Executive Assistant (Maltese Speaking)

Job Description

Company Introduction

Job Responsibilities and Duties

• Coordinate and manage the complex calendars of the Joint CEOs, including scheduling, prioritising, and adjusting meetings as necessary;
• Arrange travel plans, including itineraries and accommodations for both local and international trips;
• Prepare detailed reports, presentations, meeting agendas, and minutes with high accuracy and quality;
• Manage correspondence and communications on behalf of the Directors, ensuring timely and professional follow-up of all requests and actions;
• Oversee and support the administrative team in their daily tasks;
• Assign and track administrative responsibilities to meet deadlines and maintain quality standards;
• Foster a culture of continuous improvement, teamwork, and professional growth within the administrative team;
• Organise and facilitate internal and external meetings, board sessions, and strategic planning workshops;
• Attend key meetings, record precise minutes, and ensure timely follow-up on action points;
• Act as a professional representative of the CEOs during interactions with senior stakeholders, clients, and partners;
• Serve as a point of contact for stakeholders, clients, and partners on behalf of the CEOs;
• Maintain consistent and aligned communication from the executive team internally;
• Uphold confidentiality and exercise discretion at all times;
• Manage the group’s insurance policies, including enrolment, renewals, and claims processes;
• Coordinate with insurance providers and employees to address inquiries and resolve issues;
• Assist with the implementation of internal processes and systems to enhance operational efficiency;
• Keep accurate and confidential records, reports, and filing systems up to date.

Experience

• At least 5 years’ experience as an Executive Assistant, senior administrator, or coordinator;
• Bachelor’s degree in Law, Business Administration, Risk Management, or a closely related discipline;
• Proven track record supporting C-level executives in environments requiring confidentiality and the ability to work under pressure;
• Skilled in preparing executive reports, delivering compelling presentations, and facilitating governance discussions with confidence and clarity;
• Experienced in managing multiple high-priority tasks simultaneously, including executive calendar management, cross-department coordination, and ensuring timely completion of governance requirements;
• In-depth knowledge of compliance frameworks, risk management, data protection laws (such as GDPR), and insurance processes;
• Proficient with document management systems, calendar scheduling software, and collaborative platforms like Microsoft 365 and SharePoint.

Personal Skills

• Excellent communication skills, able to engage clearly, tactfully, and convincingly with all levels across the organisation;
• Maintain the highest level of confidentiality while building trusted relationships with key stakeholders;
• Meticulous attention to detail when handling legal documents, insurance matters, and ensuring governance compliance;
• Able to identify risks or irregularities promptly and uphold accurate record-keeping and reporting standards;
• Strong skills in prioritisation and project tracking within fast-paced environments;
• Uphold unwavering integrity and ethical standards, especially when dealing with sensitive information and compliance responsibilities;
• Sharp critical thinking abilities to interpret regulatory updates, foresee compliance risks, and offer strategic guidance to senior leadership;
• Proactive in identifying potential issues early, assessing their impact across functions, and creating well-structured action plans;
• Enthusiastic about leveraging digital tools to enhance compliance monitoring and reporting efficiency.