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Flexjet · 5 days ago

Office Manager & Support Officer

Montana, United States

Full-time

Onsite

Entry Level

2+ years exp

Flexjet is a leading private aviation company seeking an Office Manager and Support Officer to join their team in Malta. This role involves managing office operations, providing business support, and ensuring high standards of office presentation while coordinating communications for internal and external stakeholders.

AerospaceAir TransportationTransportationTravel

Growth Opportunities

No H1B

Responsibilities

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.)

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

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

Qualification

Office ManagementMS Office ProficiencyCommunication SkillsMultitaskingAttention to DetailAdaptabilityConfidentialityTeam CollaborationPositive MindsetSelf-Motivated

Required

GCSE or equivalent required

2 year or more administrative experience required

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

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

Exceptional attention to detail with a focus on grammar, punctuation, and spelling

Must possess the legal ability to work in Malta