An exciting opportunity has arisen for a professional and detail-oriented Executive Assistant to support the Managing Director at our Head Office.
JOB PURPOSE:
The Executive Assistant is a vital support role responsible for providing high-level administrative and executive support to the Managing Director. The primary aim is to ensure the Managing Director’s schedule runs smoothly and efficiently through meticulous organisation, attention to detail, and proactive support. This role requires professionalism, discretion, and a deep understanding of the business and its stakeholders.
THE JOB:
Key Responsibilities:
- Executive Support:
- Serve as the first point of contact for the Managing Director, handling all correspondence (calls, emails, post, messages, etc.) promptly, professionally, and confidentially.
- Maintain a polished and professional demeanor at all times, representing the Managing Director and company appropriately in all interactions.
- Prioritise and manage the Managing Director’s day-to-day activities, ensuring optimal time management.
- Diary & Calendar Management:
- Manage the MD's diary, schedule meetings, confirm appointments, and coordinate logistics with internal and external stakeholders.
- Anticipate scheduling conflicts and proactively resolve them.
- Meeting & Travel Coordination:
- Organise internal and external meetings, including preparing agendas, materials.
- Arrange complex travel and accommodation itineraries in line with preferences and company policy.
- Communication & Correspondence:
- Ensure timely delivery and appropriate handling of all incoming and outgoing communications.
- Draft and proofread correspondence, reports, and presentations on behalf of the Managing Director.
- Administrative & Office Support:
- Provide general administrative duties including typing (audio and copy), document preparation, data entry, report generation, and filing.
- Professional Liaison:
- Develop strong working relationships with internal teams and external contacts, serving as a liaison and representative for the Managing Director.
- Filter, redirect or manage calls and queries to the appropriate individuals to ensure efficient communication flow.
NATURE OF THE JOB:
CHALLENGES:
- Rapidly gaining knowledge of the organisation, key personnel, and business operations to function effectively in the role.
- Managing a broad and dynamic range of tasks with varying levels of priority under time constraints.
- Building rapport with internal and external stakeholders while exercising sound judgment and confidentiality.
Ideal Candidate Profile:
- Highly organised, detail-oriented, and proactive.
- Excellent communication and interpersonal skills.
- Ability to handle sensitive information with discretion.
- Strong time management and multitasking skills.
- Proficient in Microsoft Office Suite and general office software.
What You Can Expect:
- Competitive Weekly Salary – Reflecting your skills and contribution.
- Vibrant Work Environment – Join a dynamic and collaborative team.
- Exclusive Travel Perks – Enjoy discounted stays at our company’s hotels.
- Growth-Focused Culture – Be part of a growing organisation with a clear vision, strong values, and an inspiring workplace culture.
#INDSJ
Job Type: Full-time
Benefits:
- Employee assistance program
- Food allowance
- Wellness program
Schedule:
- Monday to Friday
Experience:
- Executive Assistant role: 2 years (preferred)
Work authorisation:
- Ireland (required)
Location:
- Galway, CO. Galway (preferred)
Work Location: In person
Reference ID: EA¦HO
