Office Coordinator & Executive Assistant

Office Coordinator & Executive Assistant

Department : Human Resources

Reports to : HR Manager

Location : Malta | Fully office-based, 5 days per week

About NetBet

Since 2006, NetBet has delivered the ultimate online casino and sportsbook experience for its players across the globe. Alongside sports betting and casino, players have also enjoyed Lotto, Live Casino, and Poker products. With access to multiple languages across all its registered markets, thousands of industry-leading casino games, and daily sports events, NetBet has evolved into one of the world’s favourite online gaming brands. NetBet provides users with a friendly environment, total security, and reliable navigation. Its features are recognised by flagship organisations specialising in regulating and controlling online gaming sites. To enrich player trust and protection NetBet has several gaming licences from across the world including MGA, UK, Germany, Denmark, Greece, France, Romania, and Italy. This ensures that NetBet operates in line with the rules and regulations of each jurisdiction and that players receive the best possible service.

Role Overview

You will keep things running behind the scenes and set the tone in the office. You will give the Director and CEO trusted day-to-day support and coordinate corporate administration. You’ll also own the day-to-day running of a safe, welcoming and well-maintained office that supports productivity, collaboration and employee wellbeing, working closely with HR, Finance, IT and external providers.

Duties and Responsibilities

Executive support

• Handle the Director’s correspondence and prepare documents.
• Help the Director and CEO with ad hoc tasks, track outstanding actions and follow up with the people involved.

Corporate administration

• Assist with corporate organisation matters, including preparing, handling and getting contracts, declarations and company documents signed.
• Coordinate DocuSign and wet-ink signatures, checking the correct company, approved document version and authorised signatories. Chase outstanding signatures and circulate completed documents.
• Support Legal in maintaining Legisway and the central contract records, including business owners, renewal dates and notice periods. Flag upcoming deadlines and missing documents.
• Coordinate responses to due diligence requests, gathering company certificates, ownership charts and supporting documents, and checking their dates and certification requirements.
• Arrange document certification, notarisation, apostilles and translations through the appropriate providers when required.
• Manage incoming and outgoing mail, registered post and couriers. Log receipt dates, check scans against originals, archive documents and promptly refer court correspondence or urgent notices to Legal and the Director.
• Administer NetBet Academy and Moodle access and course enrolments using updates from the relevant HR teams. Support mandatory training reminders and completion records.

Office & workplace experience

• Be the first point of contact for office-related queries, issues and requests, providing practical, timely support to employees, managers and contractors.
• Coordinate office facilities and services, including cleaning staff and schedules, maintenance, repairs, utilities, security, access control and parking. Liaise with building management, the landlord and service providers.
• Coordinate office and equipment budgets with Finance. Source quotations, compare suppliers, track costs and approve purchases within delegated limits, obtaining approval for other commitments. Check invoices against agreed prices, deliveries and completed work before forwarding them to Finance.
• Coordinate office supplies and arrange purchases so the office stays stocked and equipped.
• Record and tag assets on receipt, and maintain an accurate inventory of furniture, office equipment, IT hardware and meeting-room technology, recording location, condition, ownership, warranties and assigned users.
• Coordinate equipment and access arrangements for new joiners, internal moves and leavers with HR, IT and managers. Arrange shipments and returns, recover and check equipment, and prepare it for reuse. Coordinate secure data erasure and disposal with IT and approved providers when assets are no longer required.
• Monitor equipment condition, usage and performance. Identify maintenance, repair, upgrade and replacement needs, and coordinate timely action with IT, suppliers or maintenance providers.
• Plan desk allocations, meeting rooms, quiet areas, collaboration spaces, breakout areas and storage. Review how space is used and recommend practical improvements.
• Support office moves, renovations, expansions, branding and workplace-improvement projects, coordinating contractors, the landlord, IT and management to minimise disruption.
• Coordinate the operation of meeting-room and workplace technology, including AV equipment, booking systems, digital signage, visitor management and desk-booking tools. Escalate technical issues to IT as required.
• Coordinate workplace health and safety with management and competent advisers, including risk assessments, inspections, incident reporting, first-aid arrangements and emergency procedures. Follow up required actions and maintain records under applicable requirements and company procedures.
• Welcome visitors and coordinate reception arrangements, guest access, meeting-room preparation, catering and general hospitality.
• Organise and support internal events, team meals, activities, celebrations and wellbeing initiatives. Coordinate venues, food orders, presentation equipment and technical support to help employees connect and enjoy coming to the office.
• Support the wider team’s agreed hybrid and flexible-working arrangements by maintaining suitable spaces, equipment and workplace tools for office attendance.
• Gather employee feedback, identify recurring workplace issues and implement approved improvements with HR, Finance, IT and management.
• Keep workplace policies, supplier and service records, maintenance logs, warranties and health and safety documentation current. File supplier contracts through the central contract process.

Person Specifications

• Previous experience in an executive assistant, office coordination, corporate administration or similar admin role.
• Excellent organisation and attention to detail; you notice what’s missing before anyone asks.
• Comfortable with contracts, and confidential documents, with sound judgement about when to seek approval or specialist advice.
• Experience coordinating facilities, procurement, asset inventories or workplace health and safety arrangements is an advantage.
• Fluent written and spoken Maltese and English.
• Confident with MS Office or Google Workspace, with strong Excel skills for invoice checks, reconciliations and maintaining accurate records.
• Familiarity with DocuSign, Legisway, ApprovalMax, Xero or Moodle is an advantage but not a necessity.

Who You Are

• Warm, upbeat and approachable, someone who makes people feel welcome.
• Proactive and hands-on, happy to switch between a due diligence request and a coffee order.
• Discreet and trustworthy with sensitive information.
• Calm under pressure, good at juggling priorities and reliable in following tasks through to completion.

Behaviours & Commitments

• Own it. Take responsibility and follow through.
• Communicate early. Share progress and risks.
• Collaborate. Ask for input. Offer help. Give/seek feedback.
• Keep it simple. Prioritise outcomes over activity
• Be trustworthy. Protect data and act with integrity.

What We Offer

• NetBet recognises the value of exceptional talent and rewards it accordingly. As a NetBet employee based in Malta, you get:
• The opportunity to be part of a forward-thinking company in the online casino and sports betting industry.
• A team of dedicated professionals in a supportive, growth-oriented environment.
• To work on exciting projects that challenge your skills and help you grow.
• Attractive, market-aligned salary package: we offer a compensation package that reflects your experience, skills, and the value you bring to the team.
• Private Health Insurance after completing your first 6 months.
• Employee Wellbeing Program.
• Learning and Development Initiatives.
• Team-building and Social Engagement Activities to foster a great working environment.
• Attractive benefits, including coffee, fresh fruit, and snacks.

Equal Opportunities & Privacy

NetBet is dedicated to equal opportunity for all staff. Applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief, and marriage or civil partnerships.

Personal data is processed in accordance with EU GDPR. CVs are retained for 12 months, and we may contact you regarding other suitable roles during this period.

“NetBet is committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

Personal data are processed in accordance with EU and UK GDPR and our Privacy Policy, which is available here [ https://www.gimo.co.uk/gimo-privacy-policy/]. CVs are retained for 12 months, and we may contact you regarding other suitable roles during this period’