HR & Administration Executive

Our client is seeking to recruit an HR & Administration Executive to support both the Human Resources and administrative functions of the business. The successful candidate will play a key role in supporting the employee lifecycle, maintaining HR records, coordinating office operations, and ensuring smooth day-to-day administrative processes.

Key Responsibilities

Human Resources

• Support recruitment activities, including posting vacancies, screening applications, coordinating interviews, and communicating with candidates.
• Coordinate employee onboarding and offboarding processes, ensuring all documentation and system access requirements are completed.
• Maintain accurate employee records, contracts, and HR documentation.
• Act as a first point of contact for employee queries relating to HR policies, procedures, and general employment matters.
• Assist with employee engagement initiatives and internal HR projects.
• Support the preparation of HR reports and documentation for management.

Compliance & Documentation

• Assist in ensuring compliance with local employment legislation and internal company policies.
• Maintain employee due diligence records and HR-related documentation.
• Support internal and external audit processes when required.
• Ensure all employee files and records are kept up to date and organised.

Administration & Office Management

• Manage general office administration and day-to-day operational requirements.
• Coordinate office supplies, facilities management, and vendor relationships.
• Arrange employee travel, including flights, accommodation, and itineraries, in line with company policies.
• Support the planning and coordination of company events, meetings, and internal initiatives.
• Assist with calendar management, meeting scheduling, and other administrative tasks as required.

Cross-Departmental Support

• Liaise with the Finance team regarding payroll inputs, leave records, expense claims, and employee benefits administration.
• Collaborate with department managers to support workforce planning and business requirements.
• Provide operational and administrative support across various business functions as needed.

Process Improvement

• Contribute to the continuous improvement of HR and administrative processes.
• Assist with the creation, review, and maintenance of policies, procedures, SOPs, and employee handbooks.
• Support initiatives aimed at enhancing the overall employee experience.

Requirements

Experience & Qualifications

• Minimum 1–2 years of experience in an HR, Administration, Office Management, or similar support role.
• Experience within financial services, fintech, payments, or another regulated environment will be considered an asset.
• Good understanding of recruitment, onboarding, employee records management, and general HR administration.
• Familiarity with Maltese employment legislation is advantageous.

Skills & Competencies

• Excellent organisational and time-management skills.
• Strong verbal and written communication skills in English.
• High level of professionalism, discretion, and attention to detail.
• Ability to manage multiple tasks and priorities effectively.
• Proactive, solution-oriented, and capable of working independently.
• Comfortable working with stakeholders across different departments.
• Previous experience coordinating travel arrangements or logistics will be considered an asset.