Secretary/Office Administrator

Our client operating in the Legal sector is looking to recruit a Secretary/Office Administrator on a Full Time basis to join their team. Your role and responsibilities will include:

Responsibilities:

● Prepare, format, and manage legal documents, correspondence, and contracts

● Schedule meetings, maintain calendars, and coordinate appointments for legal staff

● Answer, screen, and direct phone calls, emails, and inquiries to the appropriate staff

● Organize and maintain both digital and physical filing systems to ensure quick retrieval of legal records

● Manage incoming and outgoing mail, including legal submissions

● Greet and assist clients, providing a professional and welcoming experience

● Follow up on client requests, case updates, and deadlines as directed by legal staff

● Order and maintain office supplies and equipment

● Coordinate repairs and maintenance of office infrastructure

● Assist with compliance requirements such as tracking legal deadlines, filings, and regulatory updates

● Other duties that may be assigned from time to time

Requirements

• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills in English and Maltese
• Time management abilities to handle multiple priorities efficiently
• Handle confidential information with discretion and in accordance with legal protocols

Education and Experience

• Minimum 1-2 years experience in Administration - prior experience in a legal or professional office environment preferred
• Proficiency in office software (Microsoft Office Suite, legal management software)

Job Reference: PX085