The MBAA Administrator is the operational backbone of the Malta Business Aviation Association, providing essential administrative, communications, and coordination support to the volunteer Board of Directors. The role ensures the Association remains active, responsive, and visible to its members and stakeholders, allowing the Board to focus on strategic priorities.

The MBAA promotes excellence and professionalism among its members to enable best-in-class safety and operational efficiency, and represents their interests at all levels in Malta and Europe. The Administrator plays a vital role in enabling these objectives by managing day-to-day operations, member engagement, and external affairs support.

ACCOUNTABILITY & KEY RESPONSIBILITIES

Secretariat & Board Support
Organise, prepare, and minute all Board meetings, including agenda distribution and action tracking.
Maintain the official records of the Association, including minutes, resolutions, and correspondence files.
Support the Board in preparing reports, briefing notes, and position papers.
Coordinate Board member diaries and assist with scheduling of meetings, calls, and industry events.
Member Services & Communications
Serve as the primary point of contact for MBAA members, responding to queries promptly and professionally.
Maintain and update the member register, ensuring accurate records of membership status, renewals, and contact details.
Issue regular member communications including newsletters, circulars, and updates on regulatory and industry developments.
Coordinate member recruitment activities and assist with onboarding of new members.
Manage the Association’s digital presence including the website, social media channels, and email communications.
Regulatory & Industry Affairs Support
Monitor and track relevant developments at Transport Malta (Civil Aviation Directorate), EASA, and the Maltese Civil Aviation Authority, flagging key issues to the Board.
Assist in preparing submissions, consultation responses, and position papers related to EASA rulemaking and Maltese civil aviation legislation.
Maintain a watching brief on issues relating to the Malta Aircraft Register and support Board initiatives to promote Malta as a preferred jurisdiction for aircraft ownership and operation.
Support the Board’s engagement with Malta International Airport on access, fees and charges, security matters, and facility improvements.
Liaise with European and international business aviation associations (e.g. EBAA) and coordinate MBAA participation in regional initiatives.
Events & External Relations
Plan, organise, and coordinate MBAA events including member meetings, networking functions, industry seminars, and conferences.
Represent the MBAA professionally at aviation events, exhibitions, and stakeholder meetings where required.
Coordinate the Association’s participation in trade events such as EBACE and MEBAA.
Maintain and develop relationships with key stakeholders including government bodies, airport authorities, and legal and technical advisors.
Finance & Administration
Manage membership fee invoicing, collection, and basic financial record-keeping in coordination with the Board treasurer.
Process routine correspondence, contracts, and administrative documentation.
Support the Board in the preparation of the annual budget and financial reporting.
Manage MBAA office supplies, IT tools, and any administrative service providers.
Governance & Compliance
Ensure the Association remains compliant with its statutes, rules, and obligations under Maltese law.
Maintain proper filing and archiving of legal, governance, and corporate documents.
Assist in liaising with the Association’s legal counsel on matters of governance, aviation law, and regulatory affairs.

FRAMEWORKS, BOUNDARIES & DECISION-MAKING AUTHORITY

Operates under the direction of the MBAA Board of Directors. The Administrator is empowered to manage day-to-day operations and member communications independently. Decisions of strategic, financial, or regulatory significance are escalated to and approved by the Board. The Administrator acts as the authorised representative of the Association in routine external matters but does not commit the Association to policy positions or financial obligations without Board approval.

QUALIFICATIONS, EXPERIENCE & SKILLS

Essential

Tertiary level education or equivalent professional qualification in Business Administration, Management, Communications, or a related field.
Minimum 3 years of experience in an administrative, association management, or executive support role.
Excellent written and spoken English; strong drafting skills for formal correspondence, reports, and communications.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and digital communication tools.
Strong organisational skills with the ability to manage multiple workstreams and competing priorities independently.
Discreet, professional, and capable of handling confidential information with integrity.
Self-motivated and able to work autonomously with a remote or part-time Board structure.

Desirable

Experience or demonstrable interest in the aviation sector, particularly business aviation, general aviation, or aerospace.
Familiarity with regulatory affairs, trade associations, or public affairs environments.
Experience working with or supporting a Board of Directors or senior leadership team.
Knowledge of Maltese regulatory and legal frameworks, including civil aviation and company law.
Experience in event coordination and stakeholder engagement.
Proficiency in website content management systems (CMS) and social media management.
Maltese language skills are an advantage but not required.

COMPETENCIES

Technical & Operational

Administration & Office Management – Level 4
Digital Communications & Social Media – Level 3
Financial Administration & Record-Keeping – Level 2
CRM / Database Management – Level 2

Aviation Sector Awareness

Knowledge of Business Aviation Operations – Level 2
Regulatory Awareness (EASA, Transport Malta) – Level 2
Understanding of Aircraft Register Principles – Level 1 Communication & Stakeholder Management
Written & Verbal Communication – Level 4
Stakeholder Engagement & Liaison – Level 3
Member Services & Relationship Mgmt – Level 4
Event Planning & Coordination – Level 3

Personal Effectiveness

Initiative & Independent Working – Level 4
Attention to Detail & Accuracy – Level 4
Confidentiality & Professional Integrity – Level 4
Adaptability & Prioritisation – Level 3

Association Administrator

Job Description