Join a team that thrives on growth, purpose, and collaboration. At Zampa Partners, we believe in going further together. We’re an advisory firm where curious minds grow with purpose and where your impact matters from day one. We’re currently looking for an Administrative Executive to join our team.

What you’ll be doing:

• Arranging, scheduling, and coordinating appointments and meetings to ensure efficient time management.
• Taking and distributing accurate meeting minutes in a timely manner.
• Managing and maintaining an organized filing and archiving system for easy document retrieval.
• Handling incoming and outgoing mail, ensuring proper distribution and organization.
• Preparing engagement letters and other essential client onboarding documents.
• Ensuring all documents are accurately saved within the respective client folders.
• Preparing and issuing invoices for clients, ensuring timely processing.
• Assisting leaders in maintaining and updating the client database.
• Monitoring the status of Financial Statements and completion documents sent by the audit team, confirming receipt from clients, following up with the team, ensuring invoices are paid, and verifying that Customer Due Diligence (CDD) requirements are met, while also following up with clients for any outstanding documents.
• Organizing and leading monthly meetings with the team to review pending tasks and ensure workflow efficiency.
• Handling online filing through the Malta Business Registry (MBR) online portal, managing physical filing with MBR and relevant authorities, corresponding with regulatory bodies when required, and ensuring clients receive countersigned documents and filing acknowledgments.
• Assisting the operations team in the preparation of business proposals for prospective clients and supporting service line leaders in identifying and monitoring potential leads.
• Overseeing and assisting with front office duties as needed, including covering reception responsibilities during staff absences due to sick leave or vacation.
• Undertaking additional administrative tasks as assigned by leaders and/or team members to support business operations.

What you’ll bring to the role:

• Previous experience within a similar position.
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritise work.
• Attention to detail and problem-solving.
• Excellent written and verbal communication skills in English.
• Strong organizational and planning skills.
• Proficient in MS Office.

What we offer:

We care about your growth, your wellbeing, and your future. Here’s what to expect when you join us:

Personal Growth

• CPE training and continuous development opportunities
• Monthly mentoring check-ins and regular appraisals

Perks

• Discounts on gym memberships and other services

Health & Wellbeing

• Comprehensive health insurance
• Employee Assistance Programme (EAP)
• Beneficial loan rates through our partnership with a local bank

 

We’re proud to be recognised with both the HR Quality Mark by FHRD and the Equality Mark certification, reflecting our commitment to outstanding HR practices, a culture of inclusion, and the wellbeing and growth of every team member

If this sounds like the next step in your career, we’d love to hear from you. Let’s build something meaningful together.

Kindly note that only shortlisted candidates will be contacted.