Responsibilities:
- Greet and welcome visitors with professionalism and a positive attitude, ensuring an excellent first impression of the .
- Coordinate the day-to-day operations of the front desk to ensure smooth and efficient functioning.
- Log, distribute, and track incoming mail and correspondence promptly and accurately.
- Handle incoming calls and emails, addressing queries or directing them to the appropriate teams or individuals.
- Coordinate and support meeting preparations, including scheduling, room setup, and other logistics.
- Carry out general administrative tasks such as filing, calendar management, arranging meetings, and maintaining accurate records.
- Ensure the reception area remains welcoming, tidy, and aligned with a high quality standard.
- Build and maintain positive working relationships with colleagues, stakeholders, and external service providers.
- Manage and keep the Visitor Management System up to date.
- Provide support with finance-related tasks as required.
- Assist in coordinating travel arrangements for staff members.
- Provide logistical and administrative support for events, courses, and training sessions.
- Undertake any other administrative duties as assigned by the Section Head, Director, or Deputy Director.
- An MQF level 4 certification, preferably in Administration and Secretarial Duties, coupled with a minimum of 2 years of relevant work experience ORA school leaving certificate, coupled with a minimum of 5 years of relevant work experience.
- Excellent communication skills in both Maltese and English.
- Strong proficiency in Microsoft Office and other office automation tools.
- Pleasant personality and good moral character, contributing positively to the work environment and team culture.
- Excellent organisational skills and a keen eye for detail.
- Ability to maintain consistent service standards across a range of administrative and visitor-facing activities.