Administrative Executive

A well-established client of ours is looking for a high-level administrative and coordination support to the CEO to ensure the smooth operation of their operation. The Administrative Executive plays a key role in maintaining organisational efficiency, supporting governance structures, managing stakeholder communication, and assisting with small-scale projects.

Key Responsibilities

• Prepare agendas, documents, and logistics for Committee and sub-committee meetings.
• Record and distribute minutes, track actions, and ensure timely communication of decisions.
• Provide general administrative and governance support.
• Manage communication channels, including notices, circulars, and email correspondence.
• Oversee the cooperative’s social media presence and updates.
• Serve as the main contact for member inquiries and handle membership-related matters (e.g. insurance, renewals).
• Coordinate member events, workshops, and training sessions.
• Support development of training materials and knowledge-sharing initiatives.
• Assist with planning, coordination, and tracking of small projects and initiatives.
• Maintain cooperative records, databases, and filing systems.
• Support compliance, reporting, and strategic initiatives.
• Liaise with stakeholders to ensure smooth communication and operations.

Requirements

• Strong interpersonal skills and ability to work both independently and collaboratively
• High level of professionalism and reliability
• Ability to adapt to a dynamic, member-focused environment
• Excellent written and verbal communication in BOTH Maltese and English; professional and diplomatic interaction with stakeholders.
• Skilled in planning, tracking, and supporting projects from initiation to completion.
• Capable of organising meetings, preparing agendas, taking minutes, and coordinating logistics.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); comfortable with digital platforms and social media.

Education and Experience

• A Diploma in Business Administration, Management, or a related field is a must
• Experience in an executive support, coordination, administrative role or office management is a must
• Experience working with boards, committees, or governance bodies will be considered an asset.
• Prior involvement in event planning or member engagement activities.
• Familiarity with agricultural industry is preferred

Benefits

• Flexitime
• Option for reduced hours

Job Reference: AW893