Administrative Assistant – German Speaking

About the Role

We are seeking a highly organised, detail-oriented, and proactive Administrative Assistant to join our professional services team. The successful candidate will play an integral role in supporting the firm’s corporate administration and client service functions, ensuring statutory documentation, client communications, and regulatory filings are handled efficiently and accurately.

This role requires excellent organisational skills, strong attention to detail, and the ability to manage multiple deadlines while maintaining a high level of professionalism.

Key Responsibilities

Client Administration

Prepare and circulate Letters of Engagement to clients.
Follow up with clients and internal stakeholders to ensure engagement letters are signed in a timely manner.
Maintain accurate electronic filing and record-keeping of all executed documentation.
Prepare and issue professional clearance request letters.
Process incoming professional clearance requests and prepare the firm’s responses.
Prepare bank confirmation letters and distribute them via email, post, or Confirmation.com.

Corporate & Statutory Administration

Prepare company Board Resolutions on behalf of clients.
Prepare statutory forms for submission to the Malta Business Registry (including Forms F1 and F3).
Submit Annual Accounts through the Malta Business Registry portal.
Address requests and comments received from the Malta Business Registry, including re-submissions where required.
Provide clients with proof of successful statutory submissions.

Audit & Compliance Administration

Distribute financial statements and ancillary audit documents for client signature via email, DocuSign, post, or other approved methods.
Monitor the status of outstanding documents and proactively follow up with clients to obtain signatures.
Update internal systems and client portals with the latest document and engagement statuses.

General Administration

Maintain organised electronic and physical filing systems.
Liaise with clients, regulatory authorities, and internal teams in a professional and timely manner.
Assist with general administrative duties and provide support to Directors, Managers, and other departments as required.
Undertake any other ad hoc administrative or corporate support duties that may be assigned from time to time.

Requirements

German speaking is a must
Excellent organizational and time management skills.
Strong attention to detail and accuracy.
Excellent written and verbal communication skills in English.
Proficiency in Microsoft Office applications.
Ability to prioritise workload and meet deadlines.
Ability to work both independently and as part of a team.
Previous experience in an administrative, corporate services, legal, accounting, or professional services environment will be considered an asset.
Familiarity with the Malta Business Registry portal and statutory filings would be considered advantageous.

What We’re Looking For

The ideal candidate is proactive, dependable, and enjoys working in a fast-paced professional environment. They are comfortable communicating with clients, managing multiple tasks simultaneously, and ensuring that statutory and administrative obligations are completed efficiently and accurately.

📩 Interested candidates are invited to apply via LinkedIn or send their CV to scerri@borggalea.com

Administrative Assistant - German Speaking

Job Description