Executive Assistant

3 weeks ago

Dublin, Dublin City, Ireland PM Group Full time
Overview

Are you an organized, proactive, and detail-oriented professional ready to make a significant impact at the executive level? This role offers an exciting opportunity to work closely with senior leaders, including the Chief People Culture Officer (CPCO) & Chief Digital Transformation Officer (CDTO), to ensure seamless operations and strategic support. You will report to the Executive Administration Manager.

From managing complex diaries and travel arrangements to preparing executive-level documents and coordinating high-profile meetings, you will be at the heart of critical decision-making processes. If you thrive in a fast-paced environment, excel at building strong professional relationships, and are passionate about delivering excellence, this position could be the next step in your career.

Responsibilities

To enjoy this opportunity, you will have significant experience in the following areas:

  • Provide extensive diary management, accommodating changing requirements, updating contacts, maintaining task/action list, email management including monitoring, filing and responding to emails.
  • Plan and arrange meetings (daily, monthly and quarterly) and conference calls, including all logistics involved.
  • Preparation and collation of documents for meetings, ensuring all filing systems are expertly maintained.
  • Responsible for the daily management and coordination of all activities ensuring the CPCO & CDTO are well briefed and prepared.
  • Preparation of monthly expenses and timesheets.
  • Manage all forms of travel arrangements and relevant logistics involved, prepare a detailed itinerary to be distributed in advance of all trips.
  • Compiling Executive documents including Board Papers, Reports, and Presentations, complex briefing packs, minutes and agendas, to support a range of meetings.
  • Maintain files and other records (softcopy and hardcopy) along with the extraction and retrieval of information there from.
  • Building strong relationships with the PMH Board (Executive Directors and Independent Directors), senior management, and PM Group colleagues across the group and clients.
  • Hybrid working (working from home) is available but the successful candidate must be flexible to be in the office whenever required.
Qualifications

While you will be part of a team, your strengths will include:

  • Exceptional organisational skills, combined with the ability to prioritise competing demands and a methodical approach to problem solving.
  • Proven capability to communicate clearly and build relationships at all levels.
  • Excellent interpersonal/communication skills with the ability to communicate effectively with Clients, Senior Management, and External Bodies.
  • Proactive approach – works on own initiative, highly organised, flexible, reliable with an assertive approach to work.
  • Proficient in PowerPoint, Word, Excel, Outlook, Teams, Visio, and other Microsoft packages. Proven experience in a similar role preferably with 8+ years' experience supporting at Executive/Senior Director level.
  • Confidentiality is essential.

This is a permanent role and while it is a hybrid position, due to the nature of this role, you will need to be flexible and in the office when required.

Why PM Group?

PM Group is an employee-owned, international project delivery firm with a team of 3,600+ people. We are world leaders in the pharma, food, medtech, and mission-critical sectors.

From our network of offices in Europe, Asia, and the US, we work with the world's leading organisations. We are focused on growing a sustainable business centred around our people, our clients, and trade partners.

As an employee-owned company, we are inclusive, committed, and driven. Corporate Responsibility and Sustainability are the heart of our business strategy.

Inclusion and Diversity

Inclusion and Diversity are core to our culture and values. Wherever we work, we commit to a culture of mutual respect and belonging by building a truly inclusive workplace rich in diverse people, talents, and ideas. Valuing the contributions of all our people and respecting individual differences will sustain our growth into the future.

Our benefits include:
  • Flexible working arrangements, including a hybrid working policy.
  • An employee-owned share scheme. All employees have the opportunity to invest in the company, contributing to its success.
  • Pension, bonus, educational assistance, and many other benefits.

PM Group is committed to ensuring our hiring process is fair and accessible to all and will provide candidates with disabilities with reasonable accommodations required to participate in the recruitment process. If you require any assistance in this regard, please let us know.

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