Executive Assistant / Office Manager
Requirements:
* 5+ years in a EA or similar role
* 5 days in the office at the clients Dublin HQ
* High attention to detail
* Strong written and verbal communication skills for liaising with stakeholders, preparing reports and drafting correspondence
* Strong organizational 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
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
* Organize 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
* Manage and approve executive expense reports
* Acting as the main Health and Safety contact in the office to include conducting Health and Safety inductions and risk assessments, act as Fire Marshal and First Aider along with other related duties
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