Executive Assistant

The Opportunity

We are seeking an experienced and highly organised Executive Assistant to provide comprehensive administrative and business support to a senior executive and leadership team within a dynamic and fast-paced environment. This is a varied role requiring exceptional organisational skills, strong business acumen, and the ability to manage multiple priorities while maintaining the highest levels of professionalism and confidentiality. The successful candidate will play a key role in supporting day-to-day operations, coordinating business activities, and ensuring the smooth running of executive and leadership functions.

Key Responsibilities

Executive Support

• Act as the primary point of contact for stakeholders engaging with the senior executive.
• Manage complex calendars, schedules, meetings, and appointments.
• Coordinate agendas, prepare meeting materials, record minutes, track actions, and ensure follow-up activities are completed.
• Prepare and format reports, presentations, correspondence, and business communications.
• Collect, compile, and distribute key business metrics and information.

Business & Project Support

• Participate in and coordinate business projects, working closely with cross-functional teams.
• Support organisational initiatives and continuous improvement activities.
• Assist with employee engagement, communications, recognition programmes, and internal events.
• Event & Visitor Coordination
• Organise business meetings, off-site events, training sessions, conferences, and team-building activities.
• Coordinate visits from internal and external stakeholders, including travel arrangements, meeting logistics, catering, and accommodation requirements.

Travel & Administration

• Arrange domestic and international travel, accommodation, and transportation for senior leadership.
• Manage travel itineraries while considering cost, efficiency, and scheduling requirements.
• Provide administrative support across the wider site or business function as required.

Operational Support

• Support purchase order processing and related administrative activities.
• Manage office supplies and stationery requirements, including ordering and invoice processing.
• Participate in cross-functional teams and site initiatives where required.

Requirements
Essential

• Third-level qualification in Business Administration or a related discipline (NFQ Level 6 or equivalent).
• Minimum of 5 years' experience in an Executive Assistant, Senior Administrator, Personal Assistant, or similar role.
• Advanced proficiency in Microsoft Office, including Excel, PowerPoint, and Word.
• Excellent organisational skills with the ability to manage multiple priorities effectively.
• Strong written and verbal communication skills.
• Demonstrated ability to work independently and maintain strict confidentiality.

Desirable

• Experience using SAP, particularly for purchase order processing.
• Knowledge of HR systems and time and attendance systems.
• Experience supporting senior leadership teams within a corporate environment.