Executive Assistant

The Executive Assistant plays a key role in providing high-level administrative and strategic support to Alberta Group. 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 role carries high visibility, confidentiality, and strategic exposure. You will be expected to manage sensitive matters with discretion, oversee the day-to-day functioning of the administrative team, and contribute to operational governance.

 

What we offer

Beyond a competitive package, joining Alberta Group means joining a team where your work shapes how the company grows. We offer:

Growth & Impact

• Genuine room to grow into a broader people role as you build trust and deliver results.
• A high level of autonomy – you will own your work and have real influence over how recruitment and development are run.
• Direct exposure to senior stakeholders and decision-makers across the Group from day one.
• A supportive, collaborative HR team that values openness, initiative, and continuous learning.

Health & Well-Being

• Private medical insurance cover, which can be extended to dependents against a nominal administrative fee per person.
• Enrolment in our Employee Well-Being Scheme, promoting both mental and physical well-being.

Practical Benefits

• Company phone and mobile line.
• Annual work-attire allowance for office-based team members.
• Eligibility for the Alberta Team Member Discount, offered from numerous service providers and retailers across Malta.

Key Responsibilities

Executive Support

• Manage complex calendars for the Joint CEOs and Senior Management including scheduling, prioritising, and rescheduling meetings as needed.
• Coordinate travel arrangements, itineraries, and accommodation for local and international trips.
• Prepare high-quality reports, presentations, meeting agendas, and minutes.
• Handle correspondence and communication on behalf of the Directors.
• Ensure all actions and requests are followed up in a timely and professional manner.

 

Executive Administration & Office Coordination

• Facilities management relating to the office (e.g. plants, coffee machines, and similar office services).
• Coordination of Christmas preparations, special gifts, and any other gifts as required.
• Handling of Directors’ personal matters, including insurance, ID renewals, travel arrangements, claims, visas, LESA points, and end-of-month expense submissions.
• Coordination of matters relating to Madliena Lodge, including insurance-related matters.
• Filing and document management, including both electronic and hard copy records.
• Carry out any other duties as may be assigned from time to time.

Stakeholder & Meeting Management 

• Organise and support internal and external meetings, board sessions, and strategic planning workshops.
• Attend selected meetings, take accurate minutes, and ensure follow-up actions are implemented.
• Represent the CEOs, Executive and Senior Management professionally in interactions with high-level stakeholders, clients, and partners

Office Operations & Communication

• Liaise with stakeholders, clients, and partners.
• Ensure alignment and consistency in internal communications issued by the executive team.
• Maintain confidentiality and professional discretion at all times.

Governance & Process Support

• Manage the company’s group insurance policies, including enrolment, renewals, and claims.
• Support implementation of internal processes and systems to increase operational efficiency.
• Maintain accurate and confidential records, reports, and filing systems.

 

 

The list of ‘Responsibilities’ appearing in this job description is neither necessarily exhaustive nor is any part of this job description permanent.

 

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 & Attributes

 

Communication & Interpersonal Skills

Ability 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 & Accuracy

Rigorous 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 Management

Proven 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 & Integrity

Demonstrates 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 organisation

Strategic & Analytical Thinking

Strong critical thinking skills to anticipate risks, identify inefficiencies and support informed decision-making by senior leadership.

 

Proactive Problem Solving

Demonstrated 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 situations

Digital Literacy & Systems Orientation

Proficiency 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.