Office Manager and Executive Assistant

Job Description

Company Introduction

Job Responsibilities and Duties

• Support the Managing Director with client mandates related to trusts, foundations, fiduciary transactions, and securitisations, working closely with internal teams;
• Draft meeting invitations and minutes, and attend client meetings to provide assistance and follow-up;
• Manage professional correspondence with clients, legal and tax advisors, banks, and service providers;
• Handle general trust and corporate administration, including statutory filings and processing payments;
• Assist with the opening, maintenance, and administration of bank mandates;
• Ensure accurate documentation, proper filing, and record-keeping of client and company files;
• Organise and coordinate calls, meetings, and corporate events;
• Arrange business travel logistics and accompany the Managing Director when required;
• Maintain corporate records and provide support on internal projects, presentations, and ad hoc tasks;
• Liaise with registries, authorities, and external stakeholders on administrative and legal matters;
• Manage day-to-day office operations, including welcoming visitors and managing supplies;
• Oversee inventory of office furniture, IT equipment, and access keys;
• Coordinate with third-party providers such as cleaners and maintenance contractors;
• Act as the first point of contact for technical issues and coordinate external IT support;
• Assist the Swiss office with employee birthday gifts and the coordination of client Christmas cards;
• Support the onboarding of new employees by preparing workstations, access tools, and supplies;
• Organise internal company events and team travel;
• Maintain internal databases, spreadsheets, and contact lists;
• Manage petty cash, company credit card expenses, and disbursement tracking;
• Prepare and regularly update marketing materials, brochures, handouts, and promotional stock;
• Handle incoming and outgoing mail, including mailbox administration and courier bookings;
• Provide support to client advisors by organising travel, coordinating translations, and managing document filing.

Experience

• At least 1 year of experience in corporate administration;
• Proficiency in English is required; knowledge of Maltese is a strong advantage, and additional languages are highly valued;
• Competent in common MS Office applications, including Outlook.

Personal Skills

• Demonstrated ability to deliver high-quality work consistently while meeting deadlines;
• Proven capability to manage internal tasks independently, with appropriate oversight;
• Flexible and well-organized with a proactive, solution-oriented approach;
• Strong self-motivation and initiative, able to contribute ideas and improvements;
• Excellent customer focus with clear communication skills and a collaborative team spirit.