Executive Assistant & HR Support (Milan Branch) M / F
Descrizione dell'offerta
Description du poste
About the Role
The Executive Assistant and HR Support role has two main areas of activity. The Executive Assistant is in charge to manage the Branch Manager's agenda, coordinate meetings, and handle travel plans. You will oversee general secretarial duties, maintain documentation, and provide logistical support to the team, including travel arrangements and expense reports. Ensuring workplace safety, addressing building-related issues, and managing special projects, such as office relocations and safety protocols.
As HR Support, you will manage attendance records, payroll coordination, recruitment and onboarding processes, serving as a key contact point for employee inquiries.
DUTIES AND RESPONSIBILITIES :
Secretarial Support
- Handles general secretarial duties (planning of the agenda, setting of meetings, etc.)
- Prepares the Branch Manager travel plans
- Provides logistical support to the team : travel reservations, general assistance, etc.
- Manages and organizes the filing of documents and procedures
- Manages and develops expense reports
Office Management
- Is responsible for managing workplace safety system
- Manages issues related to the office management (in cooperation with the Buildings Managers)
- Manages ad hoc projects (office moving, anti-COVID 19 protocol, etc.)
HR Support
- Collects employee attendance information (vacation, smart working, sickness, ...) to transfer it to the headquarters in Dublin and record it in the payroll provider's attendance system
- Manages the relation with the payroll provider and performs periodic checks of social security fund payments for employees
- Manages company cars such as contracts and payment management, supplier relation management and other ad-hoc topics
- Organizes and manages the recurrent monthly internal meetings of CACI Milan Branch
- Oversees and coordinates the recruitment process : vendor selection, CVs collection, coordination of internal stakeholders and interviews organization
- Manages internal processes related to recruiting such as drafting documentation and managing HQ relationships with external vendors
- Manages the onboarding of new employees by organizing internal training, arranging meetings with other departments, preparing the welcome package
- Acts as contact point for the information regarding modifications in HR regulations (regulatory watch)
- Attends HR Community working groups
Projects
- Supports on implementation of regulatory and transversal projects in accordance with internal guidelines
- Other duties as required / assigned to fulfil requirements of post