Overview
Executive Office Administrator Jobs in Birkirkara, Malta at Oxygia
Title: Executive Office Administrator
Company: Oxygia
Location: Birkirkara, Malta
Our client, Pontarius, is a MFSA licensed Financial Institution in the initial phases of operation. As part of their operational setup, they are looking to recruit an Executive Office Administrator, reporting directly to the CEO. This is an opportunity to be part of an exciting new start-up in the FinTech industry!
Job Title: Executive Office Administrator
Reporting to: CEO
Location: Malta
Type: Full-Time position
Job Summary
The Executive Office Administrator will play a critical role in supporting the CEO and other key functions ensuring the smooth operation of the office. This role requires exceptional organizational skills, attention to detail, and the ability to handle a variety of administrative and operational tasks in a regulated business environment.
Key Responsibilities
Prepare reports, presentations, and correspondence on behalf of the CEO.
Handle confidential documents and maintain records in compliance with regulatory requirements.
Maintain an efficient filing system for key company documents, contracts, and communications.
Assist in drafting and reviewing internal policies and procedures.
Oversee day-to-day office operations, ensuring a productive work environment.
Manage office supplies, equipment, and vendor relationships.
Liaise with IT support to ensure smooth operation of office systems and software.
Coordinate internal and external events, including board meetings and staff engagements.
Assist with compliance filings, audits, and document preparation for regulatory bodies.
Ensure company records are up to date and maintained in accordance with compliance requirements.
Coordinate with internal stakeholders and external consultants on compliance matters.
Assist with HR-related tasks such as employee onboarding, payroll coordination, and maintaining personnel records.
Facilitate internal communication between departments and senior management.
Key Requirements
Experience: Minimum 3-5 years of administrative experience, preferably in a regulated industry.
Education: Bachelor’s degree in Business Administration, Management, or a related field is preferred.
Technical Skills: Proficiency in Microsoft Office Suite, project management tools, and document management systems.
Communication: Excellent written and verbal communication skills.
Organization & Multitasking: Ability to handle multiple tasks efficiently in a fast-paced environment.
Language: Fluent in both written and spoken English at mother tongue level. Fluency in other languages is a plus.
Please note that this is not a remote position. Hybrid working is welcome, however the position will require commuting to the office on a regular basis. As such, it is necessary to already have a residency permit and be located in Malta.
