The Executive Assistant supports the executive team with all organizational aspects.
Responsibilities:
Executive Support
- Proactively manage executive and management team calendars, scheduling and rearranging meetings as needed. Ensure all logistics, including IT setup, conference calls, meeting rooms, and catering are in place
- Arrange complex travel itineraries including flights, accommodation, and transport for executives
- Prepare and distribute meeting agendas and take accurate minutes for department meetings
- Maintain a high level of discretion in managing confidential files and documents
- Coordinate document signing, including legal agreements
- Support expense report preparation and approval processes
- Provide visibility and oversight across executive and senior management diaries
- Organise and maintain efficient physical and digital filing systems
- Draft and format internal and external communications such as emails, memos, presentations, and reports
Office Management
- Oversee the procurement and inventory of office supplies and equipment
- Coordinate office maintenance, repairs, and vendor services (cleaning, maintenance, etc.)
- Maintain and update office policies, procedures, and space configurations
General Administration
- Serve as the go-to person for ad hoc projects, requests, and cross-functional coordination
- Create positive relationships with hotels, vendors, and other external partners
- Lead planning and logistics for internal and external events, including in-house gatherings, product launches (e.g., AWISS), and trade shows (SPOGA, RDS)
- Organise staff events and celebrations to support company culture
- Manage vendor relationships, including negotiating corporate rates and ensure cost-effective arrangements
- Manage and approve executive expense reports
Requirements:
- 5+ years in a EA or similar role
- 5 days in the office at our Dublin HQ
- High attention to detail
- Strong written and verbal communication skills for liaising with stakeholders, preparing reports and drafting correspondence
- Strong organisational and time management skills
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with Teams, Concur etc.
- Flexibility and adaptability, with a can-do attitude in a fast-paced environment
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