Executive Assistant - Reed Exclusive - Dublin Reed is delighted to be partnering exclusively with our Client who is recruiting for an Executive Assistant.
The role includes excellent benefits and is 5 days a week in the office.
25 days annual leave Death in service benefit Great Contributory Pension No WFH available Duties in the role: Financial & Administrative Support Collate and prepare invoices for payment, ensure all invoices are approved for payment Collate and prepare expense claims, ensure all receipts are appended and the expense claim is approved for payment by relevant signatory Scan and save all invoices, lodgements and credit card transactions for access by Finance & Data Officer Collate and prepare invoices and expense claims for approval in line with organisational procedures Maintain accurate digital records of invoices, receipts and financial documentation Provide administrative support to finance processes, including assistance with monthly accounts as required Executive Support Provide comprehensive, high-level executive support to the Director General, acting as a key point of contact with internal and external stakeholders Manage the Director General's diary proactively, including scheduling, prioritising meetings, resolving conflicts, and anticipating upcoming requirements Coordinate and prepare agendas, briefing materials and papers for senior-level meetings, Boards, committees and external engagements Attend meetings as required, take accurate minutes, track actions, and ensure timely follow-up Manage confidential correspondence, reports and documentation with the highest level of discretion and professionalism Act as liaison between the Director General and senior stakeholders, including leaders, government departments, state agencies and external partners Support the Director General with planning, organisation and delivery of strategic priorities, projects and initiatives Organise travel arrangements, accommodation and itineraries, including preparation of briefing packs as required Exercise sound judgement in handling enquiries, escalating issues appropriately, and making decisions autonomously where required Office Management Coordinate office facilities management, including maintenance, repairs and supplier relationships, ensuring value for money and service quality Manage ordering and stock control of office supplies and equipment Liaise with service providers (e.g. cleaning, IT, maintenance) and monitor contracts and service delivery Act as Health & Safety Officer, ensuring compliance with relevant policies and procedures Manage reception and front-of-office functions, including greeting visitors, handling telephone calls and general email enquiries Coordinate meeting room bookings and preparation, including AV, video conferencing, documentation and refreshments Support staff with administrative tasks such as document preparation, filing, correspondence and event support Governance, Meetings & Committee Support Organise and coordinate meetings involving senior management, standing committees and working groups Prepare and distribute meeting documentation (hard copy and electronic), including uploading materials to shared systems or extranets Maintain records of meetings, decisions and action points Plan and coordinate annual schedules of standing group or committee meetings Reed Specialist Recruitment is an Employment Agency and an Employment Business for permanent and temporary recruitment.
In response to your application Reed will contact you by phone, email or SMS to discuss it and related opportunities.
You can opt out at any time using the links provided.
Skills: EA Finance Admin Office Manager Executive Assistant