Office and Committee Administrator

REF. 1943
Full Time
Microsoft Office
Time Management

The Office & Committee Administrator plays a crucial role in providing administrative support and accurate documentation for meetings, conferences,  committee meetings, and other ancillary gatherings. This position involves capturing and recording essential information during these meetings to create detailed and organized records of the events.


Duties & Responsibilities

  • Preparing Attendees: Ensuring that meeting attendees are appropriately briefed in advance, offering advice on agenda items and arising issues.
  • Information Collation: Liaising with attendees to gather and distribute all necessary information required for meetings.
  • Document Production: Creating high-quality documentation, including reports and briefing papers, for internal and external stakeholders.
  • Stakeholder Relationships: Developing and maintaining relationships with various internal and external stakeholders.
  • Meeting Attendance: Being present during meetings to accurately record all relevant information.
  • Note-taking: Capturing essential points, discussions, and outcomes of the meetings in a clear and concise manner.
  • Active Listening: Listening attentively to participants and speakers to ensure comprehensive meeting documentation.
  • Time Management: Recording the start and end times of meetings and tracking the duration of different agenda items.
  • Minutes Preparation: Promptly preparing detailed meeting minutes, organized in a logical sequence.
  • Data Accuracy: Ensuring the accuracy of information, including names, dates, and facts, to create reliable records.
  • Confidentiality: Handling sensitive matters discussed during meetings with strict confidentiality and discretion.
  • Document Distribution: Sharing minutes with relevant stakeholders and participants within a reasonable timeframe.
  • Revision and Finalization: Incorporating feedback and revisions to create final, approved minutes.
  • Document Management: Maintaining an organized system for storing meeting minutes and related documents.
  • Administrative Support: Providing support in various administrative tasks as required.

Closing Date

Job Title

Office and Committee Administrator

Job Type

Full Time

Experience Level

1+ Years




Security & Surveillance

Required Skills

Candidates should have:

Fluent in English and Maltese, reading and writing

Excellent written communication skills

Proficient note-taking and listening abilities.

Strong organizational skills to manage and prioritize multiple meetings

Attention to detail and accuracy in documenting information.

Effective time management to deliver meeting minutes promptly

Professionalism and confidentiality in handling sensitive information

Familiarity with standard meeting procedures and terminologies.

Proficiency in word processing (including software such as Microsoft Word or equivalent) for creating and formatting documents, reports, and meeting minutes

Ability to collaborate and liaise with various departments within the organisation

Education + Experience

Candidates must be educated to A Level or equivalent standard

Educated to A-Level standard or equivalent

About the Company

Malta's leading Fire,. Safety & Security Group exudes passion and continually strives to assist people within its field of competence – fire and security. The company’s hallmark has always been one of excellence, with an unerring and consistent benchmark. Whilst continually striving to get things done properly and with due diligence, client safety and security always comes first. The Group credits its strength and resilience to a consistent approach in managing the business, and to the robust character and soundness of its entire team. This is evident in the way that the team is committed to conducting proper business practices when dealing with customers, suppliers and competitors. The Group is passionate to improve, develop and deliver more cutting-edge services and technology.