Office Manager & Support Officer

POSITION SUMMARY

The Officer Manager and Support Officer is a unique opportunity to join a leading private aviation company in a role that can have a direct impact on our business development. With the further expansion of Flexjet Europe and are new Malta office, Office management and general operational and business support is required to support the group.

The Officer Manager and Support Officer will be a strong reliable support to management and staff in Malta and our group operation, as well as a host to Owners and guests occasionally visiting the Malta office for appointments, ensuring that our office standards are maintained at the highest level. In addition, in this role, he/she will have an opportunity to contribute to coordinating various communications for internal employees, external partners and customers, and across our group of companies, always seeking to apply the highest standards, and keeping a relentless focus on details.

DUTIES & RESPONSIBILITIES

Office General Management:

• Ensuring that the Malta facility has up-to-date maintenance contracts, that all equipment is working and that the general presentation of the office remains at high standards.
• Coordinating the appropriate processes with all staff to ensure that phone lines are consistently answered, and visitors are welcomed. Promptly with the right welcoming standards, that visitors are welcomed with the correct protocol etc.
• Supporting onboarding of new staff, managing keys and access and ensuring employee needs and welfare in the office setting are well managed.
• Managing office supplies and catering stocks, taking and arranging deliveries to and from the office.
• Ensuring that all mails / invoices / postage are opened and channeled to the relevant departments.
• Supporting with general internal and external events organisation (employees parties, prospect events etc.).

Business General Support:

• In collaboration with our Management staff in Malta and other visiting executives, organise the monthly communication calendar, create presentations, and assist with coordinating upcoming events.
• Liaison with and support for group departments, such as IT, HR and Finance
• Administrative support with expenses, mailing management, travel booking, diary management.
• Meeting coordination with attendees, planning rooms, issuing FUP notes / actions items to the relevant distribution list, including minute taking when requested.
• Acting as first point of contact for general queries addressed, providing direct effective assistance by following directly where possible or asking relevant internal contacts to take over (when possible).
• On behalf of the Accountable Manager, assist with various ad-hoc requirements in direct relation with the executives’ goals and missions.
• Collaborate with the EA and Office Manager in the Farnborough facility and Flexjet in London and ensure coordinated activity.
• Supporting management staff schedules and attendance, travel and accommodation needs in Malta.

Operational General Support:

• Providing support for additional functions on the AOC and company departments as required, e.g. training records administration, Centrik and flight operations, documentation and aircraft importation, if requested.

EDUCATION, EXPERIENCE

• GCSE or equivalent required. Some college preferred.
• 2 year or more administrative experience required.

REQUIRED SKILLS & QUALIFICATIONS

• Successful candidate will enjoy coordination, multitasking and have a natural enthusiasm for people, working with a diverse group of employees and external stakeholders, displaying impeccable communication skills, both writing and oral.
• Whilst there will be some structure and routine, the nature of the job will be changeable therefore, adaptability and flexibility are vital to the success of this role.
• Great attention to details and focus to ensure that our brand is always represented with the highest standards whether when dealing with an office guest, responding to an external query or handling an internal communication memo.
• A positive mindset, always willing to help and wanting to make an impact.
• Confident working in a dynamic, fast-paced atmosphere and calm under pressure.
• Ability to interface well with all departments within the company and to represent the respective executive in a highly professional manner.
• Self-motivated, exercising initiative, lead by example, actively contributes to team successes.
• Demonstrated judgment of planning, prioritising, and organising diversified workloads.
• Possesses a high degree of proficiency with MS Office products including Word, Excel, Access, Power Point and Outlook.
• Must be able to maintain the highest level of confidentiality. Ability to handle sensitive material concerning the organisation and the executive’s role within the organisation.
• Exceptional attention to detail with a focus on grammar, punctuation, and spelling.

PHYSICAL REQUIREMENTS

• Physical demands may require a considerable amount of time sitting and typing/keyboarding using a computer (i.e., keyboard, mouse, and monitor) along with various office equipment.
• Physical demands may include walking, carrying, reaching, standing, and stooping.
• May require occasional lifting/lowering, pushing, or pulling up to 25 pounds.

SPECIFICATION/SCHEDULE

• Must possess the legal ability to work in Malta.

• Whilst the working schedule is usually fixed to office hours, occasional flexibility or availability out of hours and weekends, may occasionally be required.