Administration Executive

• Prepare HR documentation, including contracts, addenda, certificates/letters, and meeting invitations/outcomes.

• Coordinate training administration, including scheduling, attendance records, training documentation, and certificates.

• Assist with employee inductions, including scheduling, documentation, and coordination with relevant departments.

• Support employee relations administration, including disciplinary/grievance documentation, meeting scheduling, and confidential case file administration.

• Assist with the coordination of staff events, employee engagement activities, and internal HR communications.

• Assist with HR compliance administration, including policy circulation and acknowledgement records.

• Prepare routine HR administrative reports and trackers (e.g. renewals, training, absenteeism trends, etc.).

• Assist the GM and HR Manager with daily administrative duties and organisational support.

• Manage the General Manager’s calendar, appointments, and meeting schedules.

• Screen, prioritise, and route emails, calls, and other correspondence to the appropriate person.

• Maintain confidential records and provide general support to the General Manager’s office.

• Previous experience in an HR, administrative, or personal assistant role, preferably within hospitality or a fast-paced environment.

• Ability to handle confidential and sensitive information with discretion and professionalism.

• Strong organisational skills with the ability to manage multiple tasks, priorities, and deadlines effectively.

• Good written and verbal communication skills in English; knowledge of Maltese would be considered an asset.

• Proficient in Microsoft Office applications, particularly Word, Excel, and Outlook.

• Ability to prepare correspondence, maintain records, and compile routine reports accurately.

• Confident in scheduling meetings, managing diaries, and coordinating administrative follow-up.

• Ability to work independently, use initiative, and maintain attention to detail.

• Professional manner and ability to communicate effectively with employees, managers, and external parties.

• Knowledge of Maltese employment-related administration and HR systems would be considered an asset.

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