Administrative Assistant – Job no: 5377

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Introduction

A great opportunity for someone looking to venture into the administrative sector. The right candidate must be a mature and organized individual with excellent communication and time management skills.

Organization

Our client is a dynamic law firm offering premium legal services in a wide range of corporate and commercial law activities.

Function

  • To handle all telephone calls or emails, give appropriate information to clients or direct calls or emails to the appropriate person.
  • To meet and greet visitors at all levels of seniority and ensure that meetings rooms are booked and well-prepared for meetings.
  • To open, log, maintain and close all client files by ensuring that all documentation is placed in their respective file in a traceable manner.
  • To maintain the necessary stock of stationery and other office-related items and liaise with suppliers for orders.
  • To reviewing all incoming mail and directing such documentation to the Partner, respective Lawyer or client by scanning and sending via email and filing accordingly.
  • To check, on a daily basis, trays for documentation that requires attention, including mailing and obtaining signatures from respective persons.
  • To register all outgoing mail in a log and prepare such mail for postal services, including registering the mail at Malta Post and liaising with the company’s Couriers for collection and delivery.
  • To ensure successful delivery of mail at clients’ premises by tracing, through Malta Post, and liaising with clients to confirm receipt.
  • To run office errands including delivery of documentation at banks and/or ministries.
  • To co-ordinate and execute the firm’s social media strategy, across key social media channels including Facebook, Instagram and LinkedIn.
  • To handle all conference registrations, including international conferences.
  • To schedule, coordinate and, when necessary, re-schedule, meetings, between clients as well as liaise with such clients or other sources of information for any required documentation prior to the meeting.
  • To organise and handle travel arrangements including flights, accommodation, in the most efficient and cost-effective way. To also post all expenses in the firm’s accounting system.
  • To liaise with all Trainee Associates, on a weekly basis and communicate their availabilities for the week to come.
  • To perform any other duties which may be assigned from time to time.

Requirements

  • Fluent in English is essential, Maltese would be considered an asset
  • Be organised and pay great detail to attention in their work
  • Proficient in the use of MS Word and MS Excel
  • Ability to Handle Confidential Information; Strong Record Keeping Skills

Offer

An attractive remuneration package is being offered to the right candidate.

Your Consultant

Cheryl Vassallo
Recruitment Consultant

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