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Executive Assistant

75% Flex
Full Remote
Mid-level (2-5 years)
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Executive Assistant

75% Flex
Remote: Full Remote
Experience: Mid-level (2-5 years)

Offer summary

Qualifications: A minimum of 3+ years providing administrative support at an executive level, Proficiency in SharePoint and all Microsoft Office tools, Working experience in fast-paced environments.

Key responsabilities:

  • Coordinate weekly meeting process, Provide administrative support to Executive Committee members, Act as primary contact for Directors, Manage calendars and appointments, Prepare relevant documentation for meetings
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Match working
Human Resources, Staffing & RecruitingSME

201 - 500 Employees

Job description

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A client of mine based in Dublin 2 is recruiting an Executive Support Assistant on a temporary basis (4 months). The Executive Support Assistant will report to the Business Support Manager.

Salary is 47k+ pro rata DOE

If the below role looks like it suits your profile and you are immediately available, please apply below.

Job Description

The Executive Support Assistant will be responsible for the coordination and execution of the weekly meeting process. This includes creating and monitoring agenda plans and gathering and preparing documentation for circulation, attending the Executive Committee meetings and recording all minutes in line with the organisations retention policy. Following up, tracking and communicating actions. Coordination and execution of this process is the key function of this role.

The Executive Support Assistant will also provide a range of administrative support services, including calendar management and organisational support to members of the Executive Committee.

Key responsibilities include:

· Take full responsibility for the execution of the weekly Executive Committee meeting process which will include gathering of all documents, preparing documentation for circulation, creating and monitoring Agenda Plans, attending weekly meeting and accurately recording all minutes, follow up on actions etc.

· Liaising at a senior level with various internal and external stakeholders, nationally and internationally.

· Provide administrative support services to members of the Executive team.

· Acting as the primary point of contact for Directors, dealing with enquires and requests for information and ensuring that they are kept always updated

· Managing and maintaining complex calendars and scheduling a range of internal and external appointments

· Interacting extensively with multiple parties, both internal and external and building good professional rapport with key internal and external contacts

· Dealing with and tracking correspondence, screening emails and mail, often proactively dealing with matters on behalf of the Directors

· Producing correspondence, preparing reports, workshop notes, documents, emails, briefing papers, presentations, maintaining records

· Arranging travel itineraries, visas and accommodation for domestic and international travel

· Meeting preparation including drafting agendas, briefing papers, gathering documentation for Board meetings and other internal meetings as required

· Ensuring Directors are briefed and prepared for meetings, providing all necessary background details

· Meeting and greeting visitors at all levels of seniority

· Carrying out various background research, presenting findings and gathering data

· Arranging workshops, events as required

· Any other ad-hoc duties that may arise.

Key Expertise

  • Demonstrate high levels of integrity and discretion in handling confidential information and dealing with professionals inside and outside the organisation;
  • Ability to be a team player, communicate professionally (both orally and in writing) and interact at various professional and administrative levels;
  • Excellent administration skills with the ability to set up and maintain appropriate work systems;
  • Demonstrate experience of attending high level / senior executive meetings and recording detailed and accurate minutes;
  • Possess a detailed knowledge of IT applications and the ability to use them effectively, (knowledge and experience of using SharePoint would be preferable and also experience of various video conferencing platforms);
  • Exceptional written, verbal, and interpersonal communication skills;
  • Ability to multitask, to prioritise and complete work effectively, to tight deadlines and to a very high standard;
  • Capacity to work on own initiative with accuracy, good judgment and discretion;
  • Ability to demonstrate flexibility and adapt to changes in the working environment (specifically the ability to work remotely), and often working within tight deadlines
  • Ability to represent the organisation credibly and effectively and develop key internal and external relationships

Key Competencies

· Communications & Influencing

· Personal Effectiveness

· Stakeholder & Client Service

· Initiative and Creativity

· Teamwork

· Flexibility & Resilience

· Problem Analysis & Resolution

· Technical Knowledge

· Respect & Integrity

Qualifications and Experience

  • A minimum of 3+ years relevant experience providing comprehensive administrative support to an executive level function.
  • Thorough knowledge of in SharePoint and all Microsoft Office products (Word, Excel, PowerPoint, Outlook etc.).
  • Experience of working within a diverse, dynamic and fast paced environment
  • Flexible and adaptable individual with a constructive 'can do' attitude who is willing to contribute to the development of the organisation.

This is an immediate start role – please apply with your CV if you meet the above requirements

Job Types: Full-time, Temporary
Contract length: 4 months

Salary: From €47,000.00 per year

Application question(s):

  • Are you available to start immediately?


  • Executive assistant: 3 years (preferred)

Work Location: In person

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Required profile

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Level of experience :
Mid-level (2-5 years)
Industry :
Spoken language(s)
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Hard Skills
Soft Skills
  • Handle confidential information with integrity, Effective communication at all levels, Strong organizational and multitasking abilities, Adaptability to changing work environments

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