Sr Business Support, Executive Assistant

3 months ago

Dublin, Ireland West Pharmaceutical Services Full time

Job Summary

:

As a key support to the Site Senior Management Team, the Personal Assistant is responsible for providing overall administrative support to the Site Director and Plant Management team. Relieves management of administrative details; gathers, compiles and reports information relevant to/for department; may manage several priorities at one time. This position is accountable for performing administrative duties in a professional and courteous manner with a strong emphasis on Customer Service to both employees and external clients. In addition, will be highly organised with an ability to demonstrate keen attention to details, adaptability, resourcefulness, and efficiency. Follow up in a timely manner, prioritize, and handle time-sensitive deadlines in a complex, fast-paced environment.

Essential Duties and Responsibilities:

Taking control of diary / calendar management, movements, scheduling meetings both internal and external, conference calls and travel arrangements. Attend various management staff meetings, records minutes and action items, publishing minutes and follows up on actions. Responsible for the meeting cadence, aligning diaries for key meetings, circulates key information and ensures information is communicated in a consistent and timely way. Provide a bridge for smooth communication between the site management and internal departments and employees; demonstrating leadership to maintain credibility, trust, and support with management staff. Chair and manage West Without Borders (WWB). Collaboration with charity partner(s) and be the key interface with the charity. Ensure all corporate guidelines are adhered to and implement global reporting of all philanthropic activities onsite. Manage the SLT presentation ensuring the content is clear and consistent. Coordinate internal communications sessions with Site Leadership team. Book conferences and room reservations in local hotels, manage contracts, catering meals, special equipment needs, transportation and other related items. Responsible the organization and execution of company or department events, Christmas events, CSR fundraising activities, and employee engagement activities. Responsible for relationship and communications with company caterer. Acts as back up to the Executive Assistant for annual leave as required. Cover the lunch break at reception. Other projects as assigned.

Basic Qualifications:

Bachelor’s Degree and/or equivalent work experience supporting senior management / executives. 5 - 7 years of administrative experience Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) Self-starter with the ability to work with autonomy in a team environment High level of verbal and written communications skills

Preferred Knowledge, Skills and Abilities:

Strong organizational and interpersonal skills that reflect ability to perform and prioritize multiple tasks seamlessly with exceptional attention to detail. Demonstrate proactive approaches to problem-solving with strong decision-making capability. Highly resourceful team-player, with the ability to also be extremely effective independently. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. Forward looking thinker, who actively seeks opportunities and proposes solutions Must be dependable, detail oriented, and able to multi-task A sense of urgency/initiative

Travel Requirements:

Minimal travel as deemed necessary

Physical & Mental Requirements:

Standard office environment; extensive use of computers and telephone. Requires at times the carrying of equipment/materials. Communication, coordination, hand-eye coordination skills. Applies judgment to resolve routine situations. Writes clear, concise and neat information. Must have foresight and planning abilities in order to multitask and manage competing priorities.

Delegation of Duties:

When absent from the site duties and responsibilities will be delegated to the following designates

Executive Assistant

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