Executive Administrator

Our client, an investment company, is looking to recruit an Executive Administrator to join their growing team. 

The chosen candidate will report directly to the COO, and will be responsible to:

• Oversee and monitor compliance with Maltese regulatory requirements across the group and its subsidiaries;
• Manage statutory filings with the Malta Business Registry (MBR);
• Ensure timely and accurate preparation and submission of compliance-related reports and documents;
• Assist in the preparation of draft Board minutes and maintain accurate records of Board resolutions and decisions;
• Manage the administration and uploading of SENS (Stock Exchange News Services) announcements; 
• Provide support in ESG compliance and initiatives to align with organizational and regulatory standards;
• Administer group insurance policies, including renewals, claims, and coordination with insurers;
• Assist in maintaining and updating the group’s website, ensuring content is current and accurate;
• Coordinate travel arrangements, including hotel and flight bookings, for Board members;
• Process travel claims for non-executive directors promptly and accurately;
• Provide support with reception duties and general office administration as required;
• Manage filing systems, correspondence, and day-to-day office operations.

Requirements

• Effective time management skills with the ability to handle multiple priorities efficiently
• Ability to handle confidential information discretely
• Strong organizational skills and attention to detail
• Motivated self-starter requiring minimal or no supervision – a proactive approach
• Problem-solving skills with efficiency in following up on outstanding matters

Education and Experience

• Excellent verbal and written skills in English
• Additional European language would be an advantage, specifically French, Spanish or Portuguese
• Minimum 5 or more years in a professional office environment in a similar role
• Business tertiary qualification or work experience gained in a professional business environment
• Proficiency in Microsoft Office software including Excel and Word as well as Sharepoint

Job Reference: ZK083