Open position:

HR Assistant/Specialist - 50%

Job description:

We are looking for a proactive and organized HR Assistant/Specialist to join our HR team.

In this role, the candidate will provide operational support across key HR processes for all for all Group offices in different countries, including talent acquisition and candidate management, payroll administration, onboarding, and HR system management, helping to ensure smooth and efficient day-to-day operations across the Group.

The HR Assistant/Specialist will work closely with the HR Manager to promote internal communication and contribute to building a strategic HR function that supports the company’s business goals, enhances employee experience and develop employer branding initiatives.

The candidate will act as the primary back-up for HR operations in the Manager’s absence and will play a key role in maintaining and improving HR systems and procedures across the Group.

Key responsibilities:

Payroll & Reward

• Manage attendance data across all Group offices, support payroll and administrative processes across different countries, assist colleagues with HR related tasks and ensuring smooth access to the HR platform
• Develop and share HR reports with management to support data-driven decisions
• Participate in HR initiatives and assist in exploring benefit structures and welfare platforms to enhance the employee experience across the Group.

Contracts & Policies & Process

• Help drive HR processes for Company Policies, Corporate Forms, and HR processes (e.g., Staff Handbooks, Smart Working Agreements, Travel Policy, Privacy, Code of Conduct).

Organization

• Maintain and update the organizational chart, collect and publish Job Descriptions on the company intranet, support internal communications for organizational changes, and keep HR tools accurate and up to date.

Employee Lifecycle & Experience

• Own the recruitment process, managing job postings, CV screening, and interview coordination, while partnering with HR Manager and Line Managers to select top candidates and ensure a seamless, positive candidate experience
• Coordinate pre-onboarding activities by working closely with other departments to ensure new hires have the necessary tools, equipment, and access rights for their roles
• Organize and track the onboarding schedule to ensure a smooth and efficient integration, including appointments and colleague introductions, minimizing ramp-up time and fostering strong relationship-building
• Oversee internal communications for new hires, keeping all relevant systems and platforms current to ensure seamless and transparent communication across the company
• Collaborate with the HR Manager to coordinate and implement the company’s performance evaluation process, including the design and management of the performance evaluation system within the HR ERP.
• Take ownership of mandatory training programs and work closely with the HR Manager to evaluate and introduce training programs that strengthen skills and address development gaps.

HR ERP

• Act as the primary point of contact for HR ERP issues, assisting employees with system usage, including onboarding session and managing system updates:

QUALIFICATION

• Federal HRS certification as Personnel Assistant (HR Assistant)
• Fluent in English & Italian; knowledge of German.
• Minimum 4–5 years of experience in HR
• Experience in Employee Lifecycle and in Payroll processes

ESSENTIAL SKILLS & EXPERIENCE

• Excellent communication and interpersonal skills; ability to support colleagues effectively.
• Strong problem-solving and analytical skills; numerical agility.
• Curiosity, proactivity, and goal-oriented mindset.
• Proficiency in main HR systems and Microsoft Office tools.
• Competence in managing social media channels for employer branding or internal communications.
• High level of discretion and confidentiality in handling sensitive information.
• Ability to work independently and collaboratively as part of a team.