RESPONSIBILITIES AND ACCOUNTABILITIES
Diary Support
Scanning of email, identifying regular tasks for EA to complete e.g., meeting requests progressed without consultation with MD
Travel
Agrees travel need with MDs and coordinates arrangements appropriately, can involve multiple destinations and short notice changes.
Creates logical itinerary based on MDs availability.
Provides support with travel documentation and procedures including visas.
Meeting and Event Planning
Takes brief and delivers full event management within budget.
Prepares agenda as directed by MD.
May provide on-site facilitation of event including taking notes.
Conference call/TP/VC bookings
Provides scheduling support and attends calls as required.
Client/EA Relationships
Develop relationships with MD's clients and their Executive Support Associates.
Establishes network across home GU EA community.
Communications
Prepares draft proposals and presentations with direction from the MD and/or support from other individuals or service departments document production and formatting; brand compliance; proof reading materials for consistency, grammar, and spelling
Administration
Assists with miscellaneous complex administrative tasks, examples of which would include:
Locating and completing standard forms
Invoicing and accounts reconciliation support
Compiling and updating voicemail/email distribution lists
Time and expense reporting
Office/meeting room bookings
Team Work
Shares knowledge with team members, working collaboratively to deliver business results
Works in and across formal and informal teams developing trusting relationships and promotes the value of teamwork throughout the organisation
Work with EA to ensure seamless support of the Leaders
Attend regular internal forums and calls
Provide cover for other EA team members during periods holidays or unplanned absences
Candidate must have
* Experience at Executive /Personal Assistant at Managing Director or Senior Executive Level
* Education to at least Leaving Certificate standard- (Post Leaving Cert education preferable)
* Friendly and professional manner
* Used to working with confidential information
* Excellent attention to detail
* Good skills in Word, Excel, PowerPoint and Outlook
* Experience with supporting a team
* Superior relationship-building skills
* The ability to stay calm under pressure
* Ability to work independently and in a team