Office Executive

Office Executive

Our client in the finance industry, is looking for a responsible office executive is to provide personalised secretarial and administrative support in a well-organised and timely manner.

Responsibilities:
  • Meeting and greeting clients.  
  • Booking meetings.
  • Arranging couriers.  
  • Keeping the reception area tidy.  
  • Answering and forwarding phone calls.  
  • Sorting and distributing post & internal mail. 
  • Check and sign for deliveries, before informing the relevant member of staff of their arrival.  
  • Manage diaries of partners and schedule meetings & appointments. 
  • Debt collection. 
  • Billing clients. 
  • Managing sick leave of all staff. 
  • Run errands such as visits to MFSA, Income tax department, VAT department, etc., as and when required. 
  • Scheduling meeting rooms.  
  • Photocopying  & binding.  
  • Filing.
  • Providing refreshments. 
  • Source office supplies. 
  • Managing cleaners by ensuring general cleanliness of the offices, making a record of any poor levels of cleanliness or any maintenance issues and take necessary steps/action to remedy.  
  • Review and update on a regular basis the staff contact and telephone extension list. 
  • Keep a record of staff and visitors signing in and out of the building. 
  • Maintain up-to-date customer contact information. 
  • Other administrative duties, as required. 
  • May be required to support other queues to facilitate teamwork in the department such as other Basic accounting duties (issuing bills, if required). 
  • Managing Cvs received. 
  • Other secretarial duties such as typing letters, chasing clients for pickup/signature of documents etc.   
  • Education & Experience. 

 

Requirements:

  • ‘A’ level or higher.  
  • Proven work experience as a personal assistant. 
  • Knowledge of MS Office.  
  • Some accounting knowledge would be considered an asset.