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Office and Committee Administrator (Maltese Speaking)

  • Full Time
  • Malta
  • DOE
  • Administrative, Business Administration, Security
  • Apply By: September 28, 2024

JOB ID: 47218

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 Communication
Job 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.


  • 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.