Senior Administration Executive - Malta

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 operation

Key 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 control

What 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 visibility

What We Offer

· Attractive salary and benefits package

· Stable and established company with growth opportunities

· Supportive, friendly, and collaborative team environment

· Hybrid option after training

Join 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!