The Administrative Assistant is a vital member of the Malta Co-operative Federation, providing high-quality support to both the leadership team and member co-operatives. Reporting directly to the CEO, this role ensures the smooth operation of administrative and organisational functions while contributing to the Federation’s core mission: fostering member engagement, promoting the co-operative business model, supporting new co-operative formations, and maintaining strong stakeholder relationships.

Key Responsibilities

1. Administrative Support
   • Provide day-to-day administrative assistance to the CEO.
   • Coordinate meetings, travel arrangements, and scheduling.
   • Maintain and update financial records, including expense tracking and invoicing.
   • Prepare correspondence, reports, presentations, and proposals.
   • Manage confidential files and ensure accurate record-keeping.
   • Assist the CEO in managing the day-to-day administration of the Federation to ensure efficient workflows and smooth operations.
   • Support the CEO in drafting and preparing proposals, reports, and presentations.
   • Maintain internal records and files for seamless operations.
   • Assist in liaising with appointed marketing and media agencies to promote the Federation’s objectives and the broader co-operative movement.
2. Member Support & Stakeholder Management
   • Act as the first point of contact for co-operative members, ensuring clear and regular communication to foster engagement.
   • Support the Federation’s efforts to maintain ongoing relationships with its members, including organising engagement initiatives and quarterly feedback meetings.
   • Assist in scheduling and coordinating meetings between the CEO and both members and external stakeholders.
   • Support the CEO in building and maintaining relationships with key stakeholders, including government bodies, co-operative federations, and partner organisations.

3. New Co-operative Formation
   • Collaborate with the CEO in drafting proposals and materials to facilitate the establishment of new co-operatives.
   • Provide initial information and resources to groups aiming to form new co-operatives.
4. Hub Management and Event Coordination
   • Manage and update the hub’s booking system to ensure efficient use of space and scheduling.
   • Liaise with members and clients to confirm bookings and meeting requirements.
   • Ensure the hub’s shared working and meeting space is well-maintained, clean, and properly set up ahead of use.
   • Support the smooth daily operation of the hub as a collaborative environment for members and stakeholders.
   • Assist in planning and coordinating events, workshops, meetings, and conferences aimed at member engagement and stakeholder networking.
   • Handle event logistics including scheduling, venue and vendor liaison, and sourcing of quotes.
   • Provide organisational support for Federation-hosted activities and outreach initiatives involving current and prospective members.
5. Continuous Improvement
   • Identify and pursue opportunities to enhance member services and recommend improvements to Federation operations.
   • Undertake additional administrative or operational duties as directed by the CEO.
   • Be willing to undergo training
6. Qualifications and Skills
   • Strong administrative and organisational skills with a keen attention to detail
   • Excellent communication and interpersonal abilities
   • Capability to manage multiple tasks and projects simultaneously.
   • Proactive, resourceful, and eager to learn and adapt.
   • Experience in coordinating events and networking is considered an asset.
   • Interest in the co-operative sector and an understanding of co-operative principles is preferred, though not a pre-requisite.
   • Good interpersonal skills and the ability to communicate effectively and courteously both orally and in writing.
   • Ideally possess a first degree in communications, business, sociology, administration, public administration, innovation or other related fields.
   • Proficiency in MS Office, particularly Word, Excel, and PowerPoint, is essential.
7. Working Conditions
   • Part-time position (20 hours per week)
   • Flexible schedule – Flexibility in working hours (between 8:00 am and 6:00 pm) is designed to balance both the needs of the Federation and those of the selected candidate.
   • Office-based role at the Federation’s HQ
   • Potential to transition to full-time based on performance and organisational needs, subject to the individual’s availability and performance.
   • Willingness to support the Federation’s operational requirements, including attending meetings or events as needed.
   • Commencement 1st October 2025.
   • Salary €12,000 gross per year based on a 20-hour week. Excluding statutory bonuses.