Executive Assistant
(Permanent)

Executive Support

Location: Dublin

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Role Purpose  
The Executive Assistant will provide comprehensive administrative and operational support to the Leadership Team and Board of Directors, ensuring efficient management of key corporate functions. The role requires collaboration across all functions to ensure smooth operations in areas such as calendar management, payment processing, travel arrangements, event management, and board engagement. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced dynamic environment. 
 
This role requires exceptional organizational skills, self-management capabilities, and the ability to handle a broad spectrum of tasks and confidential matters with the utmost discretion. The successful candidate will be a resourceful and resilient professional, comfortable in a role that requires both strategic oversight and hands-on execution. 
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Main accountabilities and key tasks:

  • Administrative Support to Leadership Team: 
  • Execute a wide range of administrative tasks, including meticulous schedule management, timely processing of expense reports, preparation of high-quality presentations, company townhalls etc. Ensure all tasks are completed with a high degree of accuracy and efficiency.
  • Manage and prioritize administrative support requests for the LT through a shared corporate support email address. Utilising a traffic light system to categorize requests based on urgency and ensure timely completion.
  • Coordinate the preparation and distribution of materials for weekly LT meetings, ensuring all necessary documentation is available in advance.
  • Proactively plan, coordinate, and manage LT schedules. Ensure that all schedules are aligned with organizational priorities and that transitions between commitments are smooth and efficient.
  • Work closely with the Corporate Support team to ensure the seamless execution of all Leadership Team commitments. Foster a collaborative environment that prioritizes efficiency and effectiveness.

  • Travel and Events Coordination:
  • Responsible for end to end travel and event planning responsibilities. Arrange all travel and accommodation for LT and Board members, ensuring all bookings meet company policies and preferences. 

  • Administrative Engagement with Company Secretary & Board:
  • Liaise with the General Counsel/Company Secretary as required to facilitate efficient scheduling and logistics for board meetings, ensuring all arrangements are in place. Manage travel and expense reporting for Board Directors as needed, ensuring compliance with company policies.
  • Provide administrative support related to board meetings and LT requests, working closely with the General Counsel to address any additional needs.

  • Confidentiality Management:
  • Utilize extensive experience in handling highly confidential information with discretion and professionalism, ensuring that sensitive data is protected and only shared with appropriate stakeholders. Instil and maintain these confidentiality standards across the entire Corporate Support team.

Experience & Qualifications:

  • 5years proven experience in an Executive Assistant role within a corporate or professional services environment.
  • Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
  • Proficiency in using expense management systems, particularly Concur.
  • Excellent communication and interpersonal skills, with the ability to interact effectively with senior executives and stakeholders.
  • Ability to work both independently and as part of a team in a fast-paced environment.
  • Attention to detail and a commitment to maintaining high standards of accuracy and confidentiality.

Key Competencies:

  • Time Management: Ability to prioritize and manage multiple tasks efficiently.
  • Communication: Strong verbal and written communication skills.
  • Team Collaboration: Ability to work effectively with colleagues across departments.
  • Problem-Solving: Proactive in identifying and resolving issues.
  • Adaptability: Flexibility in handling changing priorities and workloads.
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