Vaia Legal, a boutique law firm specialized in corporate, aviation and yachting transactions is looking for an Office Administrator to join its growing team. This is a unique opportunity to get a foothold in this growing industry, join a modern team and develop your career further.

Key Responsibilities

Manage a portfolio of corporate clients and assist with their day-to-day administrative and corporate requirements.

Coordinate company incorporations, changes to company structures, and other corporate transactions.

Assist with filings and submissions to the Malta Business Registry (MBR) and other regulatory authorities.

Conduct client onboarding procedures and maintain accurate due diligence and KYC documentation in line with regulatory requirements.

Prepare and submit statutory and regulatory filings within established deadlines.

Maintain company registers, statutory records, and corporate files.

Liaise with the Malta Business Registry, government authorities, and other third parties as required.

Organise, attend, and prepare documentation for board meetings, shareholders' meetings, and client meetings, including the drafting of minutes and resolutions.

Draft, review, and proofread standard corporate documents and correspondence.

Follow up with clients to obtain required information and ensure timely completion of corporate matters.

Provide general administrative support to the Corporate Services team.

Requirements

A minimum of one (1) year of experience in Corporate Administration, Corporate Services, Legal Services, or a related field.

Good understanding of corporate services, company law, and regulatory compliance requirements.

Familiarity with Malta Business Registry procedures and corporate filings.

Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.

Excellent written and verbal communication skills in both English and Maltese.

Strong organisational and time-management skills, with the ability to manage multiple priorities and deadlines.

High level of accuracy and attention to detail.

Ability to work independently, take initiative, and maintain a professional approach when dealing with clients and authorities.

Experience with Maltese residency programmes and related application processes will be considered an asset.

Knowledge of payroll administration and social security procedures will be considered an asset.

We Offer

The above position offers the opportunity to work within a dynamic, fast paced industry, along with a welcoming environment, as well as our commitment to providing you with every opportunity to learn, grow and reach the highest level of your abilities and potential.

If you believe that you have the right skills, motivation and nothing is impossible attitude, we would like to hear from you. The right candidate will be provided with full training and support for this role.

About Us

Vaia Legal:

Vaia Legal, is a boutique law firm specialising in corporate, immigration, aviation and yachting transactions.

About Us

Vaia Legal:

Vaia Legal, is a boutique law firm specialising in corporate, immigration, aviation and yachting transactions.

Corporate Services Administrator

Job Description