We are seeking a proactive HR & Admin Executive to join our company licensed by the Malta Financial Services Authority (MFSA). The role is focused on supporting the full employee lifecycle, ensuring smooth HR operations, and maintaining efficient administrative processes across the organisation.
The HR & Admin Executive, reporting to the Head of Finance, will be responsible for coordinating recruitment, handling employee onboarding and documentation, supporting compliance with HR policies, and ensuring the day-to-day administrative needs of the business are met effectively.
Key Responsibilities
HR Operations & Employee Lifecycle
- Support recruitment processes including job postings, candidate screening, interview coordination, and communication with candidates.
- Coordinate employee onboarding and off boarding processes, ensuring all documentation and system access are properly managed.
- Maintain accurate and up-to-date employee records, contracts, and HR documentation.
- Act as a first point of contact for employee queries related to HR policies, procedures, and general support.
Compliance & Documentation
- Assist in ensuring compliance with local employment laws and internal HR policies.
- Maintain employee due diligence records and support any internal or external audits as required.
- Prepare HR-related reports and documentation for management review.
Administrative Support
- Oversee general office administration including supplies, facilities coordination, and vendor management.
- Coordinate travel arrangements for employees, including flights, accommodation, and itineraries, ensuring cost-efficiency and alignment with company policies.
- Support internal communications and coordination of company-wide initiatives and events.
- Assist in calendar management, meeting coordination, and general operational support where required.
Cross-Functional Collaboration
- Liaise with Finance on payroll inputs, leave records, travel expenses, andemployee benefits administration.
- Work closely with department heads to support workforce planning and employee engagement initiatives.
Process Improvement
- Participate in initiatives aimed at improving HR processes and overall employee experience.
- Create and maintain SOPs and handbooks for HR and administrative functions.
Requirements: Qualifications and Skills
- 1–2 years of experience in HR, administration, or a similar operational role, ideally within fintech, financial services, or regulated environments.
- Basic understanding of HR processes including recruitment, onboarding, andemployee record management.
- Familiarity with Maltese employment regulations is considered an asset.
- Strong organisational and communication skills with a high level of professionalism and discretion.
- Detail-oriented, with the ability to manage multiple tasks and maintainaccurate records.
- Proactive and solution-oriented mindset with the ability to work independently and as part of a team.
- Experience coordinating travel or logistics is considered an asset.
- Comfortable working across departments and supporting various business functions.
