R&D Executive Assistant

2 weeks ago

Tuam, Galway, Ireland Valeo Full time
Responsibilities
  • Provide high-level administrative support to the DVS Director
  • Organise & Schedule Meetings onsite and offsite, Agenda's & Action Items
  • Excellent calendar management skills, including coordination of complex executive meetings
  • Email Management - review, sort, and distribute if appropriate. Compile email communications on behalf of Director
  • Compiling data for reports, creating spreadsheets and graphs:
    • Headcount, MTP & SIRUS, R&D Efficiency
  • Produce & edit executive presentations
  • Manage projects on behalf of Director and liaise with personnel across DVS
  • Co-ordinate travel & accommodation as required for Director and N-1s
  • Organizing, scheduling and managing visits internal and external
  • Managing approvals on behalf of Director:
    • Commerce One
    • QPulse
    • Peoplelink
    • VIM Approvals
  • Coordinate logistics for executive visitors - Logistics, Accommodation & Entertainment
  • Organisation of cross site events hosted at DVS.
  • Maintain local information for visitors (Wi-Fi access, maps, transport, hotel/restaurant information, etc)
  • Organization and assisting with team events & initiatives as appropriate
  • Organise Meeting Rooms & Conference Calls: Agenda, relevant Presentations, IT Equipment & Conference Room Catering etc
  • Training & mentoring department Admin Assistant
  • Preparation of expense reports or other reports as required
  • Desk , space management across the office to accommodate employees in most appropriate manner
  • Arranging non disclosure agreements, recording and filing
  • Maintaining filing systems (hard and soft copy)
  • Maintain Department Management Planner
  • Day to day administrative & Ad Hoc duties as required
Education/Training
  • Third level Business qualification or 6+ years in a business environment
  • Advanced Microsoft Office Skills: Word, Excel & PowerPoint.
Professional Experience
  • Minimum 4+ Years experience in a similar role within a multi-national organisation
  • High Level of Administration & Computer Skills
  • Strong experience in Excel, PowerPoint & Word
  • Flexible attitude to job function and working hours
  • Excellent Prioritization, Organization, Multitasking & Time Management skills all the while remaining energetic and positive in a fast paced environment
  • Confident communication skills - written & verbal
  • Excellent People skills and ability to effectively communicate and collaborate with a diverse range of people
  • Strong willingness to learn; proactive approach: ability to quickly learn new tools and technologies; Interest and experience in using technology to constantly improve work efficiency
  • Ability to work on your own initiative as well as in a team environment
  • Outstanding attention to detail
  • Friendly, approachable demeanour
  • Expectation to exercise discretion and confidentiality on all business matters

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