Office Administrator

Vaia Legal, a boutique law firm specialized 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 (or full-time reduced hours) basis and the necessary training will be given. 

Key Responsibilities of the Role:

- Maintain office filing and storage systems 

- Maintaining office premises in good order

- Manage office supplies and order new supplies as needed 

- Prepare, edit, and proofread documents 

- Assist with scheduling and coordinating meetings and events 

- Handle incoming and outgoing mail - Perform data entry and other administrative tasks
as needed

- Completion of standard forms to be filed with the ship registry, aircraft registry and
Identita.

- 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 KPI’s 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 and access to own means of transport.

- A minimum of 6 months working experience in an office environment.

- Proficiency with graphic design/ digital marketing will be
considered an asset and

- 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 the opportunity to work within a dynamic, fast paced industry, along with a welcoming environment, as well as our commitment to providing you with every opportunity to learn, grow with us on a long term level, 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.