Office and Committee Administrator (Maltese Speaking)
Required Skills
Administration Attention to Detail Communication Document Management Documentation Maltese Microsoft Office Office Administration Organisational Organisational and Time Management Relationship-Building Teamwork Written and Oral English CommunicationJob Description
Job Description
Company Introduction
Our client is a leading player in the security sector.
Job Responsibilities and Duties
- Ensure that meeting attendees are appropriately briefed in advance, offering advice on agenda items and arising issues;
- Liaise with attendees to gather and distribute all necessary information required for meetings;
- Create high-quality documentation, including reports and briefing papers, for internal and external stakeholders;
- Develop and maintain relationships with various internal and external stakeholders;
- Be present during meetings to accurately record all relevant information;
- Capture essential points, discussions, and outcomes of the meetings in a clear and concise manner;
- Listen to participants and speakers to ensure comprehensive meeting documentation;
- Record the start and end times of meetings and track the duration of different agenda items;
- Promptly prepare detailed meeting minutes, organized in a logical sequence;
- Ensure the accuracy of information, including names, dates, and facts, to create reliable records;
- Handle sensitive matters discussed during meetings with strict confidentiality and discretion;
- Share minutes with relevant stakeholders and participants within a reasonable timeframe;
- Incorporate feedback and revisions to create final, approved minutes;
- Maintain an organized system for storing meeting minutes and related documents;
- Provide support in various administrative tasks as required.
Experience
- Be fluent in English and Maltese;
- Be familiar with standard meeting procedures and terminologies;
- Have excellent knowledge in word processing (including software such as Microsoft Word or equivalent).
Personal Skills
- Excellent written communication skills;
- Proficient note-taking and listening abilities;
- Strong organizational skills;
- Attention to detail and accuracy;
- Effective time management;
- Professionalism and confidentiality;
- Teamwork skills.