Office Administrator

Vaia Legal, a boutique law firm specialising in corporate, aviation and yachting transactions is looking for an Office Administrator to join its growing team. This is a unique opportunity to get a foothold in this growing industry, join a modern team and develop your career further.

As an Office Administrator with Vaia Legal, you will provide general administrative support in addition to providing a full range of office organizational support. This role is intended for future growth and the successful candidate will be exposed to several processes and services offered in the Aviation and Maritime legal sector.

The role is being offered both on a full-time basis and the necessary training will be given.

Key Responsibilities of the Role:

• Managing calendar appointments.
• Scanning and filing of documents.
• Ongoing maintenance and filing of client databases and files.
• Completion of standard forms to be filed with the ship registry, aircraft registry and Identita.
• Assistance with compliance (KYC) matters.
• Website and social media updates.
• Client follow-ups.
• Liaising with the Malta Business Registry, Transport Malta and other Malta Government agencies.
• Ensuring compliance with set deadlines and
• Generally fulfilling any KPIs which the company may indicate from time to time.

Our Requirements:

• Highly proficient in Microsoft Excel and Microsoft Office.
• Excellent organizational skills.
• Able to work independently with little supervision and motivated to help grow the team and firm portfolio.
• A can-do attitude.
• Excellent written and verbal communication skills (English).
• A valid driving license.
• A minimum of two years of working experience in an office environment.
• Fluency in French and proficiency with graphic design will be considered an asset
• Previous experience working with a corporate services provider, corporate, legal, compliance or accountancy environment will be considered an asset.

We Offer:

The above position offers a competitive salary, the opportunity to work within a dynamic, fast-paced industry, along a welcoming environment, as well as our commitment to providing you with every opportunity to learn, grow and reach the highest level of your abilities and potential.

If you believe that you have the right skills, motivation and nothing is impossible attitude, we would like to hear from you. The right candidate will be provided with full training and support for this role.