Personal Assistant / Administrative Coordinator

Koperattivi Malta is a non-political organisation that represents and supports co-operatives across a variety of industries in Malta, including pharmaceuticals, agriculture, transport, ESG consultancy, IT, childcare, and more. Our mission is to empower cooperative members and promote the co-operative model. We are seeking an organised and proactive Personal Assistant / Administrative Coordinator to manage office operations, provide high-level administrative support to the CEO, and handle HR-related administrative tasks. This role will also involve coordination and administrative duties for various projects as they arise. The position offers the potential for hybrid working arrangements following the probation period and may be offered on either a full-time or reduced-hours basis, depending on the candidate’s availability and the needs of the organisation.

Role Description
The selected candidate will:

• Personal Assistant duties: Provide direct support to the CEO, including managing appointments, scheduling meetings, preparing correspondence, and handling confidential tasks.


• Minute-taking and organisation: Organise meetings, prepare detailed agendas, take accurate minutes, and ensure follow-up actions are tracked and completed.


• Office administration: Oversee office operations, including the procurement of supplies, coordination of services, and maintaining an organised office environment.


• Document preparation: Draft, edit, and prepare official documentation such as policies, proposals, agreements, and reports, as guided by management.


• HR-related administrative tasks: Assist with HR functions, such as maintaining employee records and supporting recruitment processes.


• Project coordination and administration: Provide administrative support for various projects, assisting with coordination, scheduling, and ensuring tasks are completed on time.


• Stakeholder communication: Act as the first point of contact for all stakeholders, managing communication via email and telephone in a professional manner. You will engage with a diverse range of stakeholders from co-operatives across multiple sectors, ensuring their queries and concerns are addressed efficiently.


• Company events and travel management: Organise company events and travel arrangements, including registrations, bookings, and insurance, ensuring smooth execution.

Your Profile

• Proven experience in office administration, personal assistant roles, or a similar position.


• 2 years of experience in a similar role.


• Strong organisational and multitasking skills, with excellent attention to detail.


• Exceptional verbal and written communication skills in both Maltese and English.


• Proficiency in MS Office applications.


• Ability to work independently, take initiative, and maintain confidentiality.


• A proactive and collaborative team player, able to manage multiple priorities and work effectively under pressure.

Why Join Koperattivi Malta?
At Koperattivi Malta, you will contribute to the growth of the cooperative movement in Malta, working in a dynamic, supportive environment committed to professional and personal development.

How to Apply
Interested candidates are encouraged to apply by sending their CV and a cover letter via the apply button below. Applications will be treated with the strictest confidentiality.

This role offers the possibility of hybrid work arrangements and may be offered on either a full-time or reduced-hours basis, depending on the candidate’s availability and the needs of the organisation.

Languages

• English.


• Maltese.

Koperattivi Malta - KMP-95812