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Executive Assistant to CEO
The Executive Assistant is responsible for ensuring the smooth running of day-to-day demands and activities by supporting the CEO and office management. He / she will act as a point of reference with both internal and external parties, whilst seeing to the overall day to day duties to ensure the smooth running of the office, organising and preparing all necessary materials, maintaining all office systems, including data management and filing. Providing administrative assistance to all Malta office staff and other offices when necessary. Furthermore, you will also be required to handle diary management and necessary travel arrangements and other ad hoc projects as may be required. Your role will also include preparation of board meeting packs (prezi presentation software); keeping of board and weekly executive call minutes; attending meetings with the CEO if and when necessary and also being present on his behalf should the need arise. This role requires daily upkeep of the office and supplies inventory. He / she must own a car. Some ad hoc errands will require driving.
Completes a wide variety of administrative tasks for the CEO, including (but not limited to): managing extremely active professional and personal calendars; booking appointments; preparing confidential correspondence.
Plans, coordinates, and ensures that the CEO's schedule is adhered to.
Communicates directly with—and on behalf of—the President, as well as with a wide variety of high-level industry and professional contacts.
Researches, prioritises, and follows up on incoming issues and concerns addressed to the President including those of a sensitive or confidential nature. May suggest an appropriate course of action or response.
Demonstrates good judgment about what to handle independently and when to ask for input / direction.
Works closely with the other Executive Assistants, ensuring alignment between executives on scheduling and other projects.
Interacts with all departments across the organization, providing a bridge between others for communication.
Assist all Malta staff with ad hoc administrative needs, including coordinating travel, errands, etc.
Works closely and effectively with the executives to keep them well- informed of upcoming commitments and responsibilities, following up appropriately.
Has a sense for the issues taking place in the environment and keeps the CEO updated.
Prioritises conflicting needs with great judgment, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Coordination cross-department projects with business understanding.
Maintain calendars with ability to prioritise and coordinate meeting logistics.
Coordinate domestic and international travel arrangements, professional and personally.
Office and Facilities Management. Liaison for all third party vendors, ie: cleaning service, office repairs, courier service, etc.
Management of office, cleaning and kitchen supplies.
Ensure the office is tidy and “meeting ready” at all times.
Assist Finance department to reconcile and submit monthly invoices.
Willingness and interest in learning the industry and competitors.
Desired Skills and Experience:
3+ years of experience in supporting VP level executives.
University degree preferred.
Excellent written and verbal communication skills in English. Exceptional organisation skills.
Computer skills: outlook calendar, mid-level knowledge with Microsoft Office (Word, PowerPoint, Excel). Knowledge of prezi presentation software is a bonus. Vigorous research abilities.
Must be meticulous and detailed oriented with all forms of communication (correspondence, calendaring and verbally).
Strong work ethic and ability to work extremely effective independently.
Demonstrated ability to manage multiple time-sensitive priorities in an extremely fast paced environment simultaneously.
Problem-solving ability while under pressure and strong decision-making capability.
A calm demeanor under pressure, assertive, proactive, people oriented.
A willingness to be a highly-resourceful team-player and possess “can-do” attitude.
Proven ability to handle confidential information with discretion.
Positive, professional, friendly and enthusiastic demeanors.
Available to work overtime when necessary.
Primarily in an office environment with day schedule (Monday to Friday). Will be expected to travel as needed to company affiliates.
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