Job Title

Office Assistant

Required Skills

Job Description

Company Introduction

Our client is an Institution in Malta.

Job Responsibilities and Duties

  • Reporting directly to the CEO and will be responsible to carry out the day-today clerical and administrative support needed by the Institute;
  • Answer, screen and forward messages received through telephone calls and emails, taking clear messages and relaying them as necessary;
  • Prepare documents, including office correspondence, and presentations;
  • Sort and distribute incoming and outgoing mail;
  • Execute mandated tasks concerning logistics of meetings, courses and seminars, including coordinating and updating appointment calendars;
  • Attend events to take registrations, hand out certificates, invigilate during exams or any other offsite activities, and when not available to attend in person, to coordinate with other co-workers including casual workers to ensure that all events, are covered adequately with the HR needed for the particular event;
  • Handle payments at events organized by the Institute, issue receipts and reconcile data;
  • Gather information and supporting documentation in connection with applications received at the Institute, including the posting of online applications and preparing data of members and activities organised by the Institute in formats ready for analysis;
  • Apply and adhere to established policies and procedures around use of systems and management of data;
  • Scan and file documents;
  • Place orders and liaise with the various suppliers of the Institute;
  • Perform basic daily accounting tasks including banking requirements, handling petty cash, deposits, issuing of RFPs and invoices, debt collection, basic bookkeeping, managing and processing of expenses and payments and other accounts related tasks;
  • Liaise with external accountants, auditors, and other stakeholders as necessary;
  • Assist the CEO with documentation of policies as set out during Management Committee and Council meetings;
  • Preparation and maintenance of minutes of the Institute’s meetings and circulating the minutes and reports in a structured and timely manner;
  • Submission of documentation to the different entities/authorities.


  • Experience in a similar role within Finance, Accounting or Economics is an asset. 

Personal Skills

  • Be a highly motivated person;
  • Excellent multi-tasking skills;
  • Strong written and communication skills;
  • Proven time management skills;
  • Work well under pressure.

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