Contract types Permanent contract
Working time Full time
Language(s) spoken English (Fluent)
Description
Our Client, a specialised services provider, is looking for Administrative Assistant to join their growing team in Malta.
Key Responsibilities
Scanning and electronic/physical filing of documentation. This can be carried out on a monthly basis based on pending filing
Document processing via MS Word, to include the conversion of written Board minutes to typed version and other assistance in the completion of draft Word documents
Assistance with any travel requirements via the presentation/booking of cost-effective options in line with Company policy
The collection, opening and processing of post. Regular organization of delivery of documents by courier
Filling of Expense Claim Forms, ensuring that all receipts of claims are presented
Assisting in the collection, distribution and secure filing of KYC (Know Your Client) documentation, including reminder emails and the sourcing of documents from official registries (as instructed)
Assistance with large printing and document collation projects
Carrying out efficiently all office related operations. You are to ensure that these are carried out professionally and in a timely manner. Such include but are not limited to any moves, redecorations or other requirements as may be determined by Management
Work closely with the office cleaner; issue a weekly roster keeping within the legal parameters and that work is done appropriately and in a timely manner; assistance is given during Board/Shareholders meetings; ensure office equipment is properly maintained and serviced; perform work related errands as requested such as going to the post office; monitor and maintain office supplies
Running of the office – answering telephone calls and intercom, greeting visitors, welcoming new recruits and show them around, assisting Directors with personal matters, managing diaries, if needed
Assist with event planning and implementation (including summer event and Christmas party), ensuring activities are organized within budget at reasonable costs. Will work with the Sports & Social Committee
General upkeep of documents on Confluence ensuring that a structured, user-friendly and consistent filing system is maintained on Confluence
Creating new employees on the HR system and monitoring periodically leave balances ensuring all employees are in line with Company policy
Organize Board meetings and Shareholders’ events – ensuring that the planning and organization of this activity are done professionally and all needs have been addressed appropriately
Completely responsible for Christmas hampers; obtain requests from Management for Malta and Sydney (Manila if needed), place orders and ensure that they are delivered within an appropriate timeframe
Assist with other duties as may be required
Key Responsibilities
Scanning and electronic/physical filing of documentation. This can be carried out on a monthly basis based on pending filing
Document processing via MS Word, to include the conversion of written Board minutes to typed version and other assistance in the completion of draft Word documents
Assistance with any travel requirements via the presentation/booking of cost-effective options in line with Company policy
The collection, opening and processing of post. Regular organization of delivery of documents by courier
Filling of Expense Claim Forms, ensuring that all receipts of claims are presented
Assisting in the collection, distribution and secure filing of KYC (Know Your Client) documentation, including reminder emails and the sourcing of documents from official registries (as instructed)
Assistance with large printing and document collation projects
Carrying out efficiently all office related operations. You are to ensure that these are carried out professionally and in a timely manner. Such include but are not limited to any moves, redecorations or other requirements as may be determined by Management
Work closely with the office cleaner; issue a weekly roster keeping within the legal parameters and that work is done appropriately and in a timely manner; assistance is given during Board/Shareholders meetings; ensure office equipment is properly maintained and serviced; perform work related errands as requested such as going to the post office; monitor and maintain office supplies
Running of the office – answering telephone calls and intercom, greeting visitors, welcoming new recruits and show them around, assisting Directors with personal matters, managing diaries, if needed
Assist with event planning and implementation (including summer event and Christmas party), ensuring activities are organized within budget at reasonable costs. Will work with the Sports & Social Committee
General upkeep of documents on Confluence ensuring that a structured, user-friendly and consistent filing system is maintained on Confluence
Creating new employees on the HR system and monitoring periodically leave balances ensuring all employees are in line with Company policy
Organize Board meetings and Shareholders’ events – ensuring that the planning and organization of this activity are done professionally and all needs have been addressed appropriately
Completely responsible for Christmas hampers; obtain requests from Management for Malta and Sydney (Manila if needed), place orders and ensure that they are delivered within an appropriate timeframe
Assist with other duties as may be required
Skills
Two to three years’ experience in a similar role and/or working in the capacity of a Personal Assistant
Excellent written and spoken English
Advanced level of MS Word and Excel and be computer literate
Be proactive
Capable of working in a multicultural environment and adjusting to changing priorities and different requirements
Organized, efficient and able to work on own initiative
Willingness to learn on the job (including upskilling via external courses) and increase responsibilities in accordance with business demands
Have an eye for detail
Have excellent time management skills and is capable of establishing priorities with minimal supervision
Have a valid driver’s license
EU citizen
Excellent written and spoken English
Advanced level of MS Word and Excel and be computer literate
Be proactive
Capable of working in a multicultural environment and adjusting to changing priorities and different requirements
Organized, efficient and able to work on own initiative
Willingness to learn on the job (including upskilling via external courses) and increase responsibilities in accordance with business demands
Have an eye for detail
Have excellent time management skills and is capable of establishing priorities with minimal supervision
Have a valid driver’s license
EU citizen
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