Executive Assistant

The Executive Assistant is responsible for ensuring the smooth running of day-to-day demands and activities by supporting the CEO and office management. 

Responsibilities:

• 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, prioritizes, and follows up on incoming issues and concerns addressed to the President including those of a sensitive or confidential nature. 
• 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.
• Assist all Malta staff with ad hoc administrative needs, including coordinating travel, errands, etc.
• Prioritizes 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.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.
• 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 organization skills.
• Computer Skills: Outlook Calendar, mid-level knowledge with Microsoft Office (Word, PowerPoint, Excel). Knowledge of Prezi presentation software is a bonus.
• 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.
• A willingness to be a highly-resourceful team-player and possess “can-do” attitude.
• Proven ability to handle confidential information with discretion.