Administrative Assistant

Administrative Assistant 

About Our Client

Our Client is a distinguished group of companies renowned for its expertise in the outsourcing and service sectors. Our Client offers a wide array of services, encompassing the outsourcing of personnel to sectors such as hospitality, healthcare, manufacturing, and security, along with specialised cleaning services for aircraft and healthcare facilities, among others. Our Client's core values of passion, dedication, and dependability drive their operations.

Role Overview

As the Administrative Assistant, you will act as the primary point of contact for the CEO and Chairman, managing their busy schedules, coordinating communication, and ensuring the smooth operation of their office. You will also play a key role in maintaining a professional and welcoming environment for visitors to the Executive Suite.

Key Responsibilities

• Communication Hub: Manage various communication channels, including email, phone calls, and internal messaging systems.
• Schedule Management: Maintain and coordinate the calendars for the CEO and Chairman, ensuring they are well-prepared for meetings and appointments.
• Reception and Hospitality: Provide a warm and professional welcome to guests in the Executive Suite, handling reception duties efficiently.
• Office Supplies: Procure and manage office supplies, monitoring stock levels and identifying potential vendors and suppliers.
• Facilities Management: Oversee facilities management and maintenance activities, ensuring a safe and comfortable working environment.
• Document Management: Handle document management tasks, including printing, scanning, filing, and obtaining necessary signatures and approvals.
• Onboarding Support: Contribute to the onboarding process for new employees, ensuring a smooth transition into the company.
• Event Planning: Assist in the planning and execution of company events, coordinating logistics and arrangements.
• Travel Coordination: Arrange travel itineraries and accommodation for the CEO and Chairman, ensuring a seamless travel experience.
• Additional Duties: Undertake any other tasks as directed by the CEO and Chairman.

Qualifications, Skills and Attributes

• Driving Licence: A valid driving licence is preferred but not essential.
• Language Skills: Excellent written and verbal communication skills in both Maltese and English.
• Growth Mindset: A keen interest in learning and developing your administrative skills.
• Organisation Skills: Strong organisational and multitasking abilities to manage competing priorities.
• Software Proficiency: Familiarity with office software, including Microsoft Office, Teams, and Excel.
• Confidentiality: The ability to handle sensitive and confidential information with discretion.
• Problem-Solving: A proactive and solution-oriented approach to challenges.
• Attention to Detail: Meticulous attention to detail and a commitment to accuracy in all tasks.

What's on Offer

• Competitive Salary: A competitive salary package commensurate with your experience and skills.
• Career Development: The opportunity to learn from experienced professionals and develop your career in a supportive environment.
• Dynamic Workplace: A fast-paced and stimulating working environment where no two days are the same.
• Central Location: Conveniently located offices with easy access to public transportation.
• Collaborative Culture: A friendly and inclusive team environment that encourages collaboration and innovation.

What Heroix Offers

• Confidentiality and Discretion: Ensure your job search is handled with utmost confidentiality and professionalism.
• CV Review: Receive candid & constructive feedback to enhance your CV.
• Interview Planning: Get personalised prep sessions prior to your interviews.
• Cultural Fit Assessment: Understand the company culture to ensure it's the right environment for you.
• Long term: Get the details of the role and the company so that you'll be in a position to see the move as long-term, where you establish yourself for growth and stability.
• Exclusive Opportunities: Access a broader range of job opportunities.
• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.
• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.
• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.
• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.
• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.
• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

Heroix - Rise to New Heights

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