Administration Executive

We are looking for a detail-oriented Administration Executive to join our dynamic team. This role is pivotal in ensuring the smooth operation of our administrative and financial processes, contributing to the overall efficiency of the organisation.

This is a broad, hands-on role suited to an organised and proactive professional who can take ownership of the office, anticipate what needs to be done, and ensure that operations run smoothly at all times.

Key Responsibilities

Office Administration

• Act as the first point of contact for calls, emails and visitors, representing the firm professionally at all levels
• Manage the scheduling of meetings and meeting rooms for the Partner and Associates
• Open, maintain and close client files, ensuring documentation is accurately logged and traceable
• Oversee incoming and outgoing correspondence, courier services and postal arrangements
• Help in organising of team training, development days, social events and other firm events
• Ensure upkeep of office and systems in place
• Liaise with suppliers of the firm as required (such as IT providers, and internet providers)
• Assistance with preparation, filling in and filing of certain forms required for applications such as grants, memberships with associations, firm rankings, and corporate filings
• Coordinate travel arrangements and conference registrations for the Partner and Associates
• Manage the firm's social media presence and maintain updates to the firm's website.

Finance Support

• Manage billing and invoicing, including follow-up on overdue accounts (credit control)
• Process supplier payments and record transactions in Xero
• Manage petty cash and bank deposits
• Maintain accurate and up-to-date client account records.

Requirements

• Fluency in Maltese and English is essential; Italian would be considered a strong advantage
• Prior experience in an office administration role
• Strong organisational skills, with the ability to take initiative and work with minimal supervision
• A proactive, detail-oriented approach, with the ability to manage multiple priorities effectively
• Discretion and professionalism, given the confidential nature of legal and financial work
• Familiarity with Xero would be an advantage but is not essential.