Maltix Head Executive Assistant

An Executive Assistant (EA) is a crucial strategic partner to senior executives, such as CEOs or Directors, whose role extends far beyond traditional administrative tasks. They are responsible for managing the executive's professional life, ensuring their time is used efficiently, and contributing to overall business operations.

• Managing Board Meetings: Coordinating all logistics for Board meetings, including managing the process from start to finish.

• Documentation and Minutes: Preparing meeting agendas and pre-read materials, attending Board meetings, accurately recording and publishing the Minutes for the Company Secretary.

• Information Management (Board): Ensuring timely distribution of all relevant Board materials via the Titan platform.

• Access and Recording: Managing access and securely recording Board meetings as required.

• CRM management 

• Capsule training 

• UK telephone number via Circleloop 

• Chief VA & Captains support to Lares VA in the field

• Complex Diary Coordination: Managing, scheduling, and prioritising the executive's highly complex diary, meetings, appointments, and events across multiple time zones.

• Gatekeeping: Acting as the primary filter to protect the executive's time; screening and directing incoming calls, emails, and meeting requests.

• Liaison: Serving as the professional point of contact for all internal staff, external clients, board members, and key stakeholders.

• Confidentiality: Consistently handling all highly sensitive and confidential information and communications with the utmost discretion.

• Global SPIFFs Management: Overseeing and managing the administration and implementation of global SPIFF (Sales Performance Incentive Fund) programmes.

• Lares Titan Email Support: Providing effective support for Lares Titan email accounts/systems.

• Project Management: Assisting with, or directly managing, specific special projects and cross-departmental initiatives on behalf of the executive.

• Research: Conducting market research, gathering and analysing data, and compiling information to support executive decision-making.

• Coordination: Arranging and coordinating logistics for meetings, leadership off-sites, conferences, and training events.

• Travel Planning: Organising comprehensive domestic and international travel, including booking flights, accommodation, local transport, and securing visas.

• Detailed Itineraries: Creating and managing detailed, often complex, travel itineraries and handling all last-minute changes and logistical amendments.

• Expense Management: Processing executive expense reports, handling reimbursements, managing invoices, and overseeing a small budget or purchase orders, working closely with Anita.

• Future EA Training: Leading the training and on-boarding process for future Executive Assistants.

• Continuous Monitoring: Keeping a proactive eye on key priorities, deadlines, and the executive's critical path.