Administrative Assistant – Job no: 5351

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Introduction

Seeking an organised person with a positive and cheerful attitude, high levels of discretion with a team orientated philosophy and creative flair. We would like to hear from smart, professional individuals who have a flair for customer support.

Organization

Be part of an exceptional brand.

Function

  • Coordinating the day-to-day functioning of the reception area, greeting guests, offering beverages and showing them to the relevant meeting room
  • Coordinate bookings for local conferences and training events for members of staff
  • Assist with travel booking for international events, including accomodation and transportation
  • Coordinate reservations for booking of restaurants for directors and lunch orders
  • Assist members of staff in booking meeting rooms and ensure all meeting rooms, including the boardroom, are always stocked with marketing material, stationery and always ready to host clients/ guests
  • Checking invoices for purchases related to administartion (e.g. fruit, stationery) and liaising with Finance department for payment
  • Handle communication, whether by post or by telephone, between suppliers and company
  • Be the main responsible person to process mail, ensuring registered mail is taken to the post office as scheduled and informing members of staff should there be any issues related to sent/ received mail
  • Ensuring that the TV and phone system at reception are working appropriately
  • Ensuring the HR & Admin team is updated on any deliveries or other scheduled works taking place so that the team can cover reception appropriately
  • Be the first point of reference for maintenance requests and liaise with 3rd parties as required
  • Liaising with and supporting the HR & administration team during Company events
  • Supporting other departments as may be required from time to time



Requirements

  • Experience in a previous administrative/ front office role
  • Demonstrate a 5-star customer service attitude, able to deal with clients from all walks of life and keep offering a sterling service even when under pressure
  • Proficient and independent user of Microsoft Office Word and Outlook
  • Basic use of excel is desired, for example able to compile and sort lists, add numerical data and using excel for general office projects
  • Complete fluency in written and verbal communication in English is essential. The ability to speak Maltese or other languages will be considered an asset
  • Ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines
  • Ability to communicate effectively with a variety of constituent groups such as senior management, clients, and outside contacts
  • Impeccable personal presentation
  • A strong personality, demonstrating leadership qualities and a positive can-do attitude
  • Strong attention to detail and able to think outside the box


Offer

An attractive remuneration package is being offered to the right candidate.

Your Consultant

Cheryl Vassallo
Recruitment Consultant

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