Posted: 17h ago
The role
Executive Assistant
Athenry Galway
Full Time - Onsite
Position Summary
We are seeking a highly organised, proactive, and professional Executive Assistant to provide high-level administrative and operational support. This role requires exceptional communication skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is resourceful, dependable, and capable of handling confidential information with professionalism and integrity.
Essential Duties And Responsibilities
Manage calendars, schedules, and meeting coordination for the President, and VP of HR
Arrange and coordinate travel, accommodations, itineraries, and expense reporting.
Prepare presentations, reports, agendas, and meeting materials as required
Attend meetings and capture clear, structured minutes. Define, distribute and track actions, owners, and deadlines.
Screen emails and inquiries while prioritising urgent matters.
Handle confidential and sensitive information with discretion and professionalism
Track action items and follow up to ensure timely completion of tasks and projects
Organise and maintain electronic and physical filing systems.
Assist the VP of HR with administrative HR functions and special projects
Coordinate interviews, onboarding schedules, and employee meetings
Support employee engagement initiatives, training events, and company programs
Maintain confidentiality of employee records and sensitive HR information
Assist with internal communications and policy documentation.
Serve as a liaison between executives, employees, and external partners
Coordinate company meetings, leadership events, and executive functions
Help improve administrative processes and operational efficiency
Support cross-functional projects and manage deadlines effectively
Flexibility in working hours to effectively support executives and teams operating across multiple time zones
Perform other administrative duties as assigned
Qualifications
Minimum 5 years’ experience in an Executive Assistant or similar senior support role
Experience supporting senior leadership teams
Strong organisational and multitasking abilities with excellent attention to detail
Exceptional written and verbal communication skills
Proven ability to manage confidential information with discretion
Strong proficiency in Microsoft Office and business systems
Ability to work independently and prioritise effectively in a dynamic environment
Excellent interpersonal and stakeholder management skills
Familiarity with HR systems and administrative processes
Professional demeanour with strong interpersonal skills
Ability to manage multiple tasks with a high level of accuracy and efficiency
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