Office and Committee Administrator
REF. 1943
Mrieħel
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
Salary
€25,000
Industry
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
