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Executive Assistant/ HR Manager

Job Title: Executive Assistant/ HR Manager
Contract Type: Permanent
Location: Malta
Salary: Attractive
Reference: 5865
Contact Name: Chantelle Mifsud
Job Published: November 05, 2019 10:55

Job Description

A leading maritime agency are currently looking for an Executive Assistant/ HR Manager to run the executive office of the CEO. The selected individual shall be supported by a HR Administration Assistant, handling the core elements of HR administration and other office management tasks and responsibilities. 

Job Description 

  • Coordinate meetings for the CEO, manage the online calendar and prepare documentation as necessary prior to meetings, greet visitors  

  • Liaise with CEO to review and approve supplier’s invoices for payment  

  • Executive Assistance for the CEO including diary and travel management, and regular payment of utility bills for properties and the like  

  • Coordinate monthly Management Meetings, prepare agenda, take accurate minutes and circulate to management in a timely manner  

  • Organise quarterly staff meetings and collate presentations from the teams  

  • Check and review HR attendance sheets, sickness reports, and staff adherence to company policies, attend HR meetings requested from time to time by personnel  

  • Organise probation review meetings and annual performance review meetings for all personnel, provide feedback and recommendations to the CEO and Directors  

  • Assist team managers with new joiners’ induction program, organising travel requirements for business development team as necessary  

  • Review, monitor and renew annually the company car insurance cover including the renewal of road licences, deadlines to be observed  

  • Liaise with the social committee to organise regular staff events and teambuilding activities 

  • Annual and quarterly off-site corporate events and project management 

Job Requirements 

  • 3 years' experience in a similar executive / management role 

  •  Experience with diary management in fast-paced environments and managing international travel  

  • Advanced level knowledge of the Microsoft Office applications, particularly Outlook, Word, Excel and PowerPoint  

  • High level of organisational skills, time management and meticulous attention to detail, excellent communication skills  

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