Location:
Dublin, Ireland
Work Model:
Hybrid
Contract Duration:
12 months
About the Role
We are seeking an experienced
Executive Assistant (EA)
to provide high-level administrative and operational support to senior leaders and their teams. The ideal candidate will be proactive, highly organized, and able to operate with minimal direction, exercising sound judgment, discretion, and a strong understanding of business operations.
This role is instrumental in enabling leadership effectiveness through calendar and travel management, event planning, budget and expense tracking, and coordination of cross-functional initiatives. You will also play a key part in maintaining a positive and collaborative site culture through internal programs and events.
Key Responsibilities
* Calendar & Meeting Management:
* Efficiently schedule and manage complex calendars across multiple time zones. Anticipate and resolve scheduling conflicts, optimize time allocation, and ensure all meetings are prepared with the necessary materials and logistics.
* Travel Coordination:
* Organize domestic and international travel including flights, accommodations, visa support, and itineraries. May provide remote or on-site support during executive travel as needed.
* Expense & Budget Support:
* Process expense reports, invoices, and purchase orders. Track and manage budget allocations for executive teams, events, and projects.
* Event & Program Management:
* Plan and execute internal and external events such as team off-sites, summits, tech talks, and site-wide gatherings. Manage all logistics, budget, and vendor coordination in line with internal compliance policies.
* Culture & Community Engagement:
* Support initiatives that enhance team culture and employee engagement. Collaborate with internal stakeholders to lead or support strategic programs, such as Culture Clubs or site-wide initiatives.
* Project Coordination:
* Contribute to or lead medium- to large-scale projects and process improvement initiatives. Identify risks and develop solutions independently, escalating as necessary.
* Office Space & Resource Planning:
* Liaise with internal teams to assess space requirements and coordinate office moves or seating plans. Handle accommodation requests as needed.
Requirements
* Proven experience in an Executive Assistant, Administrative Partner, or Business Support role, ideally within a fast-paced, matrixed environment.
* Strong project/event management skills and ability to handle multiple priorities.
* Excellent written and verbal communication skills.
* Advanced calendar, travel, and expense management capabilities.
* High level of discretion, confidentiality, and professionalism.
* Experience managing internal stakeholder relationships and working cross-functionally.
* Self-starter with strong judgment and problem-solving abilities.
Preferred Skills
* Leadership or involvement in culture-building initiatives
* Strong proficiency in office tools (e.g., Google Workspace or Microsoft Office)
* Familiarity with budget tracking and reporting tools
* Experience supporting remote and in-person teams across global locations
If you're a highly organized, collaborative, and solutions-focused professional looking for your next challenge, we'd love to hear from you.
Please note – this role does not provide sponsorship at this time.