Administrative Assistant (Reduced hours)

Our client is seeking an organised, proactive, and hands-on Office Administrator on a reduced hour basis of 30 hours weekly to join their Family Office in Malta. The successful candidate will provide administrative and office management support to the existing team, ensuring the smooth day-to-day operation of the office.

Responsibilities

• Provide comprehensive administrative support to the team.
• Coordinate and manage travel arrangements for Directors and Ultimate Beneficial Owners (UBOs).
• Organise meetings, prepare agendas, and coordinate schedules, including meetings involving colleagues based in Luxembourg.
• Manage supplier contracts and maintain accurate records.
• Oversee the general upkeep of the office, ensuring a professional working environment.
• Liaise with external service providers to ensure a high standard of service is consistently delivered.
• Support the team with general office management duties and assist with additional administrative tasks as required.

Working hours: Monday - Friday from 8:30am - 3pm, with 30 minutes break.

Requirements

• Previous experience in an administrative or office management role.
• Highly organised with excellent administrative, organisational, and time management skills.
• Proactive, hands-on, and able to work independently while contributing effectively within a small international team.
• Strong sense of responsibility, accountability, and professionalism, with a commitment to maintaining high ethical standards.
• Excellent communication and interpersonal skills, with the ability to build positive working relationships.
• Able to prioritise, multitask, and perform effectively in a dynamic environment.
• Flexible, adaptable, and capable of identifying and completing tasks with minimal supervision.
• Proficient in Microsoft Office applications.
• Positive attitude with a good sense of humour and a collaborative approach to teamwork.
• Understanding of French would be an asset.
• Excellent level of English, and also Maltese would be preferred.