Office Administrator

Building the bank of tomorrow takes more than skills. 

It means combining our differences to imagine, discuss, code, develop, test, learn… and celebrate every step together. Share our vibes? Join Swissquote to unleash your potential.

We are the Swiss Leader in Online Banking and we provide trading, investing and banking services to +500,000 clients, through our performant and secure digital platforms.

Our +1000 employees worldwide work in a flexible way and in multicultural teams. 
By having a huge impact on the industry, they are growing their skills portfolio and boosting their career in a fast-paced environment.

We are all in at Swissquote. As an equal opportunity employer, we welcome candidates from all backgrounds, experiences and perspectives to join our team and contribute to our shared success.

Are you all in? Don’t be shy, apply!

Swissquote Financial Services (Malta) Limited

Swissquote Financial Services (Malta) Ltd, the Malta-based fully-owned subsidiary of Swissquote Group, is a financial services company regulated by the Malta Financial Services Authority and providing depository services and global securities trading services to collective investment schemes, asset managers, wealth managers and family offices.

By joining Swissquote, you will become a member of the sector's leading company. You will be encouraged to develop your skills and to grow within teams of highly qualified specialists. We encourage personal development and actively support creative teamwork, leadership and responsibility.

We are looking for a positive and adaptive hard worker. We offer an unparalleled opportunity to operate in a fast-paced environment with a great team of like-minded peers.

Get on board with our team!

Role Description

We are currently seeking a reliable and well-organised individual to join our team on a part-time basis. The ideal candidate will provide comprehensive support to the staff and ensure the smooth operation of daily office activities.

This position offers flexibility in working hours and is ideal for someone seeking a long-term role in a supportive and professional environment.

Key Responsibilities:

• Ensure the office is opened at the designated time

• Maintain the cleanliness and orderliness of the reception area, ensuring a welcoming environment

• Client greeting and query handling

• Answer phone calls professionally, redirecting them to the appropriate personnel, and taking messages when necessary

• Prepare the boardroom for meetings

• Communicating with clients via email and phone

• Maintaining organised digital and physical filing systems

• Handle incoming and outgoing post, ensuring correct sorting and delivery to the appropriate person or department.

• Preparing and formatting documents, spreadsheets, and correspondence using Microsoft Office tools

• Assisting with basic bookkeeping tasks

• Assist in invoice preparation and debt collection

• Perform AML checks on new clients

• Coordinate activities and support human resources (personnel management)

• Organise travel arrangements

• Assist in marketing campaigns / events / posts

• Manage supplier relationships and liaise with vendors as needed

• Oversee the smooth day-to-day running of the office, ensuring all office supplies are stocked and organized

• Assist in organising and coordinating office events or meetings as required

Skills:

• Strong organisational skills and attention to detail

• Good working knowledge of Microsoft Office, especially Word, Excel, and Outlook

• Good written and verbal communication skills in English (in Italian / French an asset)

• Ability to handle email correspondence and liaise professionally with clients

• Able to work both independently and as part of a team

• Reliable and self-motivated under pressure

• A bright, engaging personality with a can-do attitude

• Discretion and confidentiality in handling sensitive information

Additional Information:

• Flexible working hours can be discussed

• Training and guidance will be provided where necessary

• Competitive hourly rate based on experience and the work to be carried out