Administrator - Company Secretariat

A vacancy for the post of Administrator – Company Secretariat is currently available within the Company Secretary’s Office. Reporting to the Executive – Company Secretariat, the selected candidate will play a key role in delivering high-quality administrative and governance support to the Company Secretariat function. This includes matters relating to the Company’s shares listed on the Malta Stock Exchange, as well as providing structured support to the Company Secretary and the Executive to ensure the effective and efficient operation of the Department. The role also includes administrative support to the Farsons Foundation and to the legal function, as directed by the Company Lawyer/s.

The chosen candidate will be required to:

• Provide comprehensive administrative support to ensure the effective day-to-day running and continuous improvement of the Company Secretariat function.
• Liaise with the Malta Stock Exchange on all matters relating to the Company’s shares, including invoice monitoring, share transfers, donations and the preparation and submission of related documentation.
• Handle queries and correspondence from shareholders, lawyers and notaries, while maintaining accurate and up-to-date statutory and shareholder registers.
• Assist in the preparation and execution of dividend and interest distributions, including the issuance of advice notices to shareholders.
• Support the organisation and coordination of Board meetings, Directors’ requirements and administrative matters related to the Annual General Meeting.
• Attend meetings and take accurate, timely and professional minutes.
• Monitor multiple assignments and statutory deadlines, proactively following up to ensure deliverables remain on track.
• Assist with administrative duties relating to the Farsons Foundation, ensuring proper record-keeping and governance support.
• Provide administrative and documentation support to the Company Lawyer/s as required, including follow-up of debtors and related documentation, in line with instructions received.

Those interested to apply must:

• Ideally possess, as a minimum, an A’ Level standard of education or a Diploma in a relevant field.
• Demonstrate a professional and approachable manner, together with strong verbal and written communication skills.
• Be fully IT-literate, with the ability to work efficiently using standard office systems and applications.
• Be capable of working independently, while also contributing effectively within a team environment.
• Exhibit strong organisational and analytical skills, with a proactive, solutions-driven mindset.