Executive Assistant to CEO / C-Suite
I am currently seeking an experienced Executive Assistant on behalf of our client who are a pharmaceutical organisation based in Galway. This is a senior-level coordination role offering exposure to strategic projects, cross-functional initiatives and executive decision-making. The ideal person is organised, proactive and thrives in a fast-paced environment.
About You
You bring strong judgement, excellent organisation and the confidence to manage high-level responsibilities independently. You enjoy taking ownership, staying a step ahead and supporting leaders who move quickly.
Key Responsibilities
Executive Support
* Manage the CEO's daily schedule, long-term calendar planning and prioritisation to ensure efficient use of time.
* Prepare correspondence, reports, presentations, briefing documents and meeting minutes.
* Screen and direct calls, manage incoming communications and handle confidential information with discretion.
* Coordinate conference calls, internal and external meetings, and visitor arrangements.
Board & Governance
* Prepare monthly Board meeting agendas and complete board packs.
* Attend Board meetings to record minutes and follow up on action items with relevant stakeholders.
* Provide administrative support to the Board of Directors when required.
Project & Operational Support
* Assist with planning and coordination of strategic initiatives across transformation, operations and organisational development.
* Conduct research, gather information and support executives with ad-hoc projects.
* Monitor project timelines, ensuring deadlines and deliverables are met.
* Format materials for internal and external communication, including reports, emails and presentations.
Travel & Logistics
* Coordinate international travel, itineraries, visas, bookings and related logistics.
* Work closely with the company travel provider to ensure smooth arrangements.
* Prepare detailed travel packs and ensure all documentation is ready ahead of time.
Administration & Follow-Through
* Manage expenses, credit card reconciliations and administrative records for the CEO.
* Distribute correspondence and post, ensuring information flows efficiently.
* Track actions and commitments, ensuring nothing is missed and all matters progress to completion.
* Anticipate upcoming needs, identify potential scheduling or operational issues and resolve them proactively.
You'll Need:
* 10+ years' experience as an Executive Assistant, PA or similar role in a corporate environment.
* Strong attention to detail and consistently high accuracy.
* Ability to work with discretion, confidentiality and professional maturity.
* Excellent written and verbal communication skills.
* Strong problem-solving ability and a proactive mindset.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Bachelor's degree in business, management or related field preferred.
Please apply today if you are interested or contact [email protected] for more info.