Office Administrator

Salary Package: €22,000 to €24,000

Hybrid Working Arrangement

About Our Client

Our Client is a modern multidisciplinary practice, providing world-class advice across various sectors, including legal services. With a commitment to excellence and a focus on nurturing talent, they are dedicated to shaping the future of legal professionals.

Role Overview

This role provides day-to-day administrative assistance to Partners and the wider team, ensuring the efficient organisation of internal activities and smooth handling of administrative processes. The successful candidate will support scheduling, documentation, client-related administration, and general office coordination, contributing to the overall effectiveness and professionalism of the practice group.

Key Responsibilities

General Administration: Provide comprehensive administrative support to Partners and team members, including preparing documents, managing correspondence, maintaining records, and assisting with day-to-day office requirements.
Diary and Meeting Coordination: Organise meetings, manage calendars, arrange appointments, and assist with preparing agendas, presentations, and meeting materials when required.
Document and Data Management: Maintain accurate records within internal systems, ensuring client and engagement information is updated and documentation is appropriately filed and organised.
Client and Partner Support: Assist with the preparation of client correspondence, engagement documentation, and other administrative requirements to support ongoing assignments.
Invoicing and Administrative Assistance: Provide support with administrative aspects of invoicing, expense processing, and the preparation of internal documentation, while liaising with relevant departments when necessary.
Internal Coordination: Act as a point of contact between Partners, team members, and support functions to facilitate efficient communication and timely completion of administrative tasks.
Compliance and Documentation Support: Assist in gathering and processing standard documentation required for client onboarding and internal procedures, following established processes and guidelines.

Qualifications, Skills, and Attributes

Education: A minimum of O-level standard education, including passes in Mathematics and English.
Experience: Previous experience in an administrative, office support, or customer-facing role would be considered an asset. This role is suitable for candidates at the early stages of their administrative career who demonstrate a willingness to learn and develop.
Residency Requirement: Applicants must be Maltese nationals or EU residents currently eligible to work in Malta.
Language Skills: Excellent written and verbal communication skills in English are essential. Proficiency in Maltese would be considered an advantage.
Communication Skills: A professional and courteous communication style with the ability to interact effectively with colleagues, Partners, and clients.
Organisation Skills: Strong attention to detail with the ability to prioritise tasks, manage deadlines, and maintain accurate records.
Technical Skills: Good working knowledge of Microsoft Office applications, particularly Outlook, Word, and Excel.
Teamwork and Attitude: A positive, reliable, and cooperative approach, with a willingness to support colleagues and contribute to a productive team environment.
Initiative: A proactive mindset with the ability to follow instructions, take ownership of routine tasks, and seek solutions where appropriate.

What's on Offer

Compensation: A competitive salary complemented by a performance bonus and an introduction incentive scheme.
Working Hours: Standard office hours with adaptable scheduling arrangements available for this non-legal function. The position operates on a hybrid model comprising two remote working days and three office-based days.
Other Benefits: Comprehensive health insurance coverage, a corporate pension scheme, educational study leave, and regular company social gatherings.
Career Development: Opportunities for professional growth and advancement within a dynamic and expanding company, supported by continuous internal training.

What Heroix Offers

Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
CV Review: Receive candid & constructive feedback to enhance your CV.
Interview Planning: Get personalised prep sessions prior to your interviews.
Cultural Fit Assessment: Understand the company culture to ensure it's the right environment for you.
Long Term: Gain insights into the role and company for a long-term, stable career move.
Exclusive Opportunities: Access a broader range of job opportunities.
Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.
Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.
Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.
Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.
Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.
Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

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Licensed and regulated by the Government of Malta under DIER Agency Licence No. 00412-2025

About Us

At Heroix, we take pride in our approach to recruitment. We are dedicated to supporting people looking to move to new roles, and identifying and securing top-tier talent who will contribute to the growth and success of our clients' companies. Let us assist you to Rise to New Heights.

Office Administrator

Job Description