On behalf of our client, a Prominent Residency & Immigration Mobility Consultancy Firm in Malta, GRS Recruitment are seeking an Office Manager. The ideal candidate will support the effective running of the Executive Office and provide high-quality business and administrative support to the Managing Director and Chief Operations Officer. The role will take ownership of executive coordination, HR and corporate administration, management follow-ups and selected business support matters, while also providing traditional executive support where required. The successful candidate must be mature, discreet and proactive, with the judgement to work independently and ensure matters are followed through.
MAIN DUTIES AND RESPONSIBILITIES
- Coordinate Executive Office priorities, actions and follow-ups across internal teams and external stakeholders, ensuring deadlines and commitments remain on track.
- Support the Chief Operations Officer with HR administration, including recruitment coordination, onboarding and offboarding, employee documentation, leave and payroll-related administration and liaison with external providers.
- Support corporate administration across the Group, including maintaining organised records, coordinating signatures and documentation, tracking recurring requirements and liaising with corporate-service providers or advisers as required.
- Support board and management administration, including scheduling, documentation, minutes/action points and follow-up where required.
- Coordinate professional indemnity and other relevant insurance renewals and maintain up-to-date lists of key suppliers, advisers and operational contacts.
- Manage business travel from A to Z, including flights, accommodation, transfers, itineraries, meetings and travel documentation.
- Provide executive support to the Managing Director and Chief Operations Officer, including diary, meeting and inbox coordination as required.
- Prepare and coordinate business documents, meeting materials, correspondence and other executive information as required.
- Coordinate office/staff events and client or partner visits with the Front Desk Officer, maintaining oversight of arrangements and providing cover where necessary.
- Coordinate small cross-functional projects and one-off management initiatives, proactively chasing actions and escalating issues where appropriate.
- Handle confidential executive, employee, corporate and commercially sensitive information with discretion.
- Provide flexible business support as priorities and the needs of the Executive Office evolve.
CANDIDATE PROFILE
- Previous experience in an Executive Office, senior Executive Assistant, Office Manager, business support or similar role supporting senior management.
- Highly organised and proactive, with the ability to take ownership and work independently with limited supervision.
- Strong judgement, discretion and maturity, with the ability to prioritise effectively and anticipate requirements.
- Excellent written and spoken English and confidence preparing professional correspondence and business documents.
- Strong coordination and follow-up skills, with the confidence to deal with senior internal and external stakeholders.
- Experience in HR administration, corporate administration, board support or a professional-services environment is advantageous.
- Good working knowledge of Microsoft 365.
- Practical, adaptable and comfortable working in a lean and evolving organisation.
SALARY AND BENEFITS
- €35,000 - €40,000 Gross Per Annum.
- Salary will be determined based on experience, qualifications, and skills. The advertised salary range is indicative, any offer will reflect the successful candidate’s suitability.
Due to the high volume of applications, we receive at GRS Recruitment, only shortlisted candidates will be responded to.
To apply for this position, please email your CV to
Michelle Cooper, michellec@grsrecruitment.com quoting the above job reference or call +356 99998272.
