Executive Administrative Assistant

4 weeks ago

Dublin, Dublin City, Ireland XML International Full time
Overview

We are seeking a highly skilled Executive Administrative Assistant to support senior leaders within a global marketing organization. This role provides strategic administrative partnership to executives across multiple areas. The role is hybrid, at least 3 days per week (or when required by business).

This is a temporary job from 9/15/2025 - 12/31/2025

Responsibilities
  • Manage complex executive calendars, proactively resolving conflicts and scheduling high-priority meetings with internal and external stakeholders.
  • Coordinate international and domestic travel logistics, including authorizations, bookings, visas, transfers, and expense reports, ensuring full compliance with company travel policies.
  • Support day-to-day operations through clerical tasks such as invoicing, budget coordination, ordering, shipping, scanning, filing, and data entry.
  • Organize and facilitate meetings, including agenda preparation, presentation coordination, room reservations, and hospitality for senior guests.
  • Assist with onboarding and offboarding processes: equipment orders, workspace setup, and navigation of internal systems.
  • Handle sensitive communications and departmental requests with accuracy and discretion.
  • Maintain and protect confidential documentation in accordance with company record retention policies.
  • Represent the organization with professionalism and respect in all internal and external interactions.
  • Perform additional duties as assigned to support team success.
Ideal Profile
  • Proven success supporting senior executives in fast-paced, high-volume, global environments.
  • Self-driven, adaptable, and comfortable navigating ambiguity and change.
  • Strong organizational skills with the ability to balance strategic priorities and detailed execution.
  • Demonstrated ability to establish effective routines that enable executive productivity and team alignment.
Qualifications
  • High school diploma required; some college coursework in Business, Communications, or related fields preferred.
  • 5+ years of experience in executive-level administrative support.
  • Skilled problem-solver with a proactive mindset.
  • Experience coordinating cross-functional projects.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook).
  • Strong attention to detail, time management, and interpersonal communication.
  • Familiarity with travel coordination and executive scheduling.
  • Background in professional services, sales, or marketing environments preferred.
  • Experience improving or streamlining administrative processes.
Details
  • Seniority level: Associate
  • Employment type: Temporary
  • Job function: Administrative
  • Industries: Food and Beverage Services

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