Executive Assistant and Office Manager

4 weeks ago

Cork, Ireland Motorola Solutions Full time

Job Description

We are seeking a highly organized and detail-oriented individual to join our team as an Executive Assistant and Office Manager. In this role, you will be responsible for providing support to our executive team and ensuring the smooth operation of our office site. Your primary focus will be assisting with presentations, managing calendars, facilitating meetings, and coordinating various office functions.

Responsibilities:

Assist with the creation and editing of slides and presentations

Manage executive calendars and schedule appointments

Facilitate meetings for the Cork Leadership Team (CLT) including preparation and minutes

Assist with ordering and procurement of supplies and equipment

Serve as the IT project coordinator for site-related projects

Ensure the functionality and operational readiness of the office site at all times

Oversee the maintenance and supply of coffee machines

Facility responsibility for meeting rooms

Handle internal communication tasks such as managing InfoTV screens, creating the weekly site newsletter, posting newsletters and organizational announcements.

Facilitate Town Hall meetings and assist with slide preparation for senior management

Liaise with the corporate IT Site Lead and Support Team, representing local business unit/site interests and coordinating with local IT technicians

Coordinate with the outsourced facility team and Corporate Real Estate, following up on facility-related matters and representing local business unit/site interests

Manage the shipping function, including following up with local shipping employees and negotiating contracts with shipping couriers

Support the compliance team by pulling import specifications for local ECCN (export control) compliance

Chair the Cork Environment Health & Safety board, ensuring site compliance with local EHS regulations, conducting quarterly meetings, and driving continuous improvement initiatives

Conduct workplace assessments as required

All other duties as assigned by the Cork site leadership team

Manage the reception desk and conference area

Assisting with or ordering and procurement of supplies and equipment

Lead the ISO 27000 series certification for Information Security and Privacy Management


Basic Requirements

Specific Knowledge/Skills:

A Bachelors degree (may be substituted with equivalent work experience in this field as determined by the hiring manager)

Proficiency in Google apps and Google suite, presentation software and other relevant systems

Excellent communications skills, including interpersonal skills

Results driven and oriented

The ability to read, understand and interpret contracts as well as understanding basic financial accounting principles and budgets

Excellent writing skills and the ability to proofread, edit and format written documents and reports to a high professional level, within minimal errors

Must be able to report to the Cork Office as a work location

Attention to detail and accuracy in work

Knowledge of EHS regulations is a plus

Familiarity with facility management and office operations

Strong organizational and time management skills

Experience with calendar management and meeting facilitation

Knowledge of IT project coordination

Ability to work independently and prioritize tasks effectively

Personal Traits:

Strong self-management skills and interpersonal communication skills to work closely with Motorola’s customers, as well as Engineering, Project Management, Real Estate and management

Self-motivated and self-managed to perform the required duties at a distance from direct supervision

The ability to learn new skills, systems and technologies

Preferred Qualifications:

Experience reviewing, editing and formatting reports for executive level personnel

Experience in providing executive level administrative support, including logistics, policy/SOP development and making recommendations to executive level managers

Experience in or supporting public safety or public safety communications


Travel Requirements

None


Relocation Provided

None


Position Type

Experienced

Referral Payment Plan

No

Company

Motorola Solutions Ireland Limited

EEO Statement

Motorola Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other legally-protected characteristic. 

We are proud of our people-first and community-focused culture, empowering every Motorolan to be their most authentic self and to do their best work to deliver on the promise of a safer world. If you’d like to join our team but feel that you don’t quite meet all of the preferred skills, we’d still love to hear why you think you’d be a great addition to our team.

We’re committed to providing an inclusive and accessible recruiting experience for candidates with disabilities, or other physical or mental health conditions. To request an accommodation, please email

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