Secretary

Key Responsibilities

• Diary and Schedule Management: Manage lawyers’ calendars, coordinate meetings, and arrange travel as required.
• Communication and Correspondence: Handle incoming calls, emails, and correspondence professionally, ensuring timely follow-up and appropriate responses.
• Documentation and Filing: Maintain both digital and hard copy filing systems in accordance with company policies, ensuring documents are well organised and easily retrievable.
• Client and Court Liaison: Communicate effectively with clients, courts, and other external parties, providing updates and coordinating documentation as needed.
• File and Case Administration: Open and close client files following established procedures, prepare documentation for hearings or meetings, and monitor case deadlines to ensure compliance with relevant timelines.
• Compliance Support: Assist with client onboarding, KYC, and other compliance documentation to support internal processes.
• Office Coordination: Maintain office supplies, resources, and administrative systems efficiently to support a smooth workflow.

Qualifications, Skills, and Attributes

• Education: A minimum of an A’ Level standard of education.
• Experience: Previous experience in a similar administrative or secretarial role is considered an asset, although not essential.
• Language Skills: Excellent command of Maltese and English, both written and spoken.
• Communication Skills: Strong written and verbal communication skills with the ability to interact professionally with internal and external stakeholders.
• Interpersonal Skills: A team-oriented individual with a courteous and professional manner.
• Technical Skills: Proficient in MS Word and MS Excel; familiarity with time management or legal software would be advantageous.
• Organisation: Highly organised with excellent attention to detail and the ability to prioritise tasks effectively.
• Self-Motivated: Able to work independently with minimal supervision while maintaining accuracy and efficiency.
• Problem-Solving: Resourceful and proactive in identifying issues and providing effective solutions.

What's on Offer

• Compensation: Competitive salary and benefits package commensurate with experience and qualifications.
• Working Hours: Full-time, standard office hours.
• Other Benefits: Access to ongoing professional training and a collaborative work environment.
• Career Development: Clear pathways for professional growth and advancement within the organisation.