Job Description

Job OverviewThe Office Assistant plays a key role in supporting the day-to-day operations of the company by providing administrative and clerical assistance across departments. The role requires a proactive, organized, and service-oriented individual who can handle a variety of responsibilities efficiently while maintaining a professional and welcoming environment.Key ResponsibilitiesFront Desk & Visitor Management

• Greet and welcome visitors in a courteous and professional manner.
• Manage incoming phone calls: answer, screen, and forward as appropriate.
• Maintain a clean and organized reception area.

Administrative & Operational Support

• Assist in scheduling and coordinating meetings, appointments, and internal events.
• Handle all incoming and outgoing mail, courier services, and deliveries.
• Monitor and maintain office supplies and equipment, place orders when necessary.
• Ensure that office facilities are well-organized and functioning efficiently.

Sales & Team Support

• Provide administrative support to the sales team including preparing presentations, updating CRM records, and managing correspondence.
• Assist in creating, printing, binding, packaging, and shipping marketing or client-facing materials.
• Support team members with ad-hoc tasks and errands as needed.
• Compile, process and distribute daily lists of sales leads.

Office Coordination

• Help maintain company documentation, filing systems, and digital records.
• Liaise with service providers, vendors, and building management when necessary.
• Ensure compliance with office health, safety, and cleanliness standards.

Education and Qualifications

• High school diploma or equivalent; further education in office administration or secretarial studies is an asset.
• Proven experience as an office assistant, receptionist, or in a similar administrative role.
• Strong command of the English language (spoken and written).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with office management software and CRM/ERP systems is a plus.
• Eligibility for employment in Malta and the EU.
• Availability to work on-site in Malta on a full-time basis.

Skills and Attributes

• Warm, approachable, and professional demeanour.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to multitask and prioritize under limited supervision.
• Outstanding communication and interpersonal skills.
• Customer service-oriented with a proactive, problem-solving mindset.

Work EnvironmentAcademy 147 is a dynamic company with great company culture that offers an interesting and varied work environment. Our headquarters in Msida houses a multi-national team of industry veterans, engineers, designers and subject-matter experts who will mentor you and provide you with valuable insight throughout your time here. Due to our global presence you will have the opportunity to expand your horizons and work with Academy 147 staff and clients from across the world.

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