Executive Assistant

16 hours ago

Dublin, Ireland Total Talent Solutions Full time

The executive assistant will provide high-level administrative and organisational support across a dynamic, fast-paced environment. This role requires exceptional professionalism, discretion, and the ability to work independently while managing shifting priorities. Responsibilities Produce polished documents, presentations, reports, and correspondence as required. Oversee the office environment and support the receptionist, ensuring smooth day-to-day operations and assisting with office activities. Coordinate internal and external events or meetings, including budgeting, venue selection, logistics, catering, invitations, and run sheets. Provide full calendar oversight for the CEO and CFO, anticipating clashes and ensuring seamless scheduling. Prepare and maintain organised digital and physical records, ensuring accuracy and compliance at all times. Manage accommodation arrangements, liaising with hotels, maintaining rate agreements, and updating relevant internal resources. Lead end-to-end organisation of key monthly leadership meetings, including agendas, minutes, timelines, and action tracking. Develop comprehensive travel itineraries for senior leaders, maximising efficiency and cost-effectiveness. Manage the head office vehicle fleet, maintaining all documentation and coordinating tests, servicing, and repairs. Assist with departmental expense reviews to ensure accuracy and policy compliance. Support project work directed by the CEO/CFO, driving tasks from initial briefing through to timely completion. Skills and Experience Proven experience independently coordinating complex calendars and travel for senior executives. Minimum of 3+ years providing confidential administrative support at an executive level. Skilled in MS Office applications, including advanced use of Teams and SharePoint. A proactive, self-motivated approach with a strong commitment to quality and continuous improvement. Experience managing meetings, events, and operational logistics from planning to execution. Ability to build rapport, deliver excellent service, and communicate effectively both verbally and in writing. Project management exposure is an advantage but not essential. Skills: Executive Support Diary Management Administration Senior Management CEO

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