Executive Assistant to CEO

Found in: beBee S IE - 2 weeks ago

County Galway, Ireland Cpl Full time

We are currently seeking an Executive Assistant on behalf of our client who are a pharmaceutical manufacturer based in Galway. The EA will be providing support to the CEO and Executive Leadership team.


The Executive Assistant will provide high-level administrative support to executives by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.


The ideal candidate should be well-organized, proactive, detail-oriented, and capable of handling confidential information with discretion.


KEY RESPONSIBILITIES:

·      Provide effective and exceptional administrative support to the CEO/C-Suite, including day to day administration, coordination, scheduling, and managing appointments.

·      Prepare documents, reports, presentations, minutes of meetings and conduct research on various topics as and when required.

·      Assist in the planning and coordination of special projects, events, and initiatives. Monitor project timelines and deliverables, ensuring deadlines are met.

·      Provide support for ad-hoc projects and initiatives as assigned by executives.

·      Communicate on behalf of executives and serve as the primary point of contact between executives and internal/external stakeholders.

·      Format information for internal and external communication as required â emails, presentations, reports etc.

·      Help support the CEO/C-Suite with various Business Projects such as Business Transformation, Operations, Organizational Development etc.

·      Manage and own the CEO yearly calendar ensuring the calendar and diary are prioritised daily according to changing and competing demands. Foresee any potential issues and mitigate risks by long-term diary and operational planning. Exercise good judgement by staying ahead of any issues that may arise internally and/or externally which could potentially impact the CEOâs schedule.

·      Prepare the monthly Board Meeting Agenda, monthly board packs and attend Board Meeting to take minutes, distribute final minutes to all Board and action points to relevant parties.

·      Preparation of itineraryâs, arrangement of international meetings, organising visas, booking appointments, and assisting the Company Travel Agent in co-ordinating travel arrangements for the CEO/C-Suite.

·      Screen and direct phone calls and distribute correspondence and post.

·      Manage confidential correspondence or projects in a discreet manner.

·      Provide secretarial assistance to the Board of Directors, as and when required.

·      Manage the expenses and credit card expenditure for CEO.

·      Demonstrate ownership, tracking and follow through to resolution on all queries and issues.


REQUIREMENTS

·      Outstanding organisational skills are essential, including the ability to work independently.

·      Personal efficiency and time management skills are essential.

·      Positive and proactive person who is energized by having great responsibility.

·      Strong problem-solving skills and the ability to anticipate needs and proactively address issues.

·      Discretion and trustworthiness when handling sensitive information.

·      Ability to use initiative, pre-empt requests, confidentiality, and an eye for detail.

·      Strong Communication skills, with fluency in English.


QUALIFICATIONS:

·      Bachelor's degree in business administration, management, or related field preferred.

·      At least 10 yearâs work experience as an Executive Assistant, Personal Assistant or similar role with extensive diary and travel management experience in a corporate environment

·      Strong attention to detail and accuracy in all work tasks.

·      Ability to maintain a professional demeanor and positive attitude in a fast-paced environment.


Please apply today if you are interested or email emma.doyle.ie for any queries or if you would like to arrange a confidential chat


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