The Role
PE Global are recruiting for an Executive Assistant for our client based in Dublin CC. This is a 12-month contract part-time role
Job Responsibilities
- Provide Executive Assistant support – acting as the primary point of contact for members of the Executive Team (Directors)
- Managing and maintaining complex calendars and scheduling a range of internal and external appointments
- Interacting extensively with multiple parties, both internal and external and building good professional rapport with key internal and external contacts
- Dealing with and tracking correspondence, screening emails and mail, often proactively dealing with matters on behalf of the Directors
- Arranging meetings, preparing documentation for circulation, creating and monitoring Agenda plans, attending meetings and recording minutes, follow up on actions etc.
- Producing correspondence, preparing reports, workshop notes, documents, emails, briefing papers, presentations, maintaining records
- Arranging travel itineraries, visas and accommodation for domestic and international travel – Ensuring Directors are briefed and prepared for meetings, providing necessary background details.
- Provide cover where required for the Executive Committee meeting process, which involves preparing for a weekly Executive Committee meeting, circulating meeting papers, recording and preparing draft Minutes, diligently following up on actions post meeting, attending to queries pre and post meeting and maintaining accurate records of all meetings and communicating meeting plans to staff /scheduling as necessary.
- Deputising / supporting as required the Business Support Manager / Executive Support Assistant.
- Assisting on upcoming projects, providing administrative support as required.
- Administratively supporting the Board Secretary with planning for Board Meetings and other related events if/when necessary.
- Meeting and greeting visitors.
- Arranging workshops, events as required
Experience and Education
- A minimum of 3+ years relevant experience in an administrative / executive support / office coordination role.
- Possess a detailed knowledge of IT applications and demonstrate a high level of proficiency in using these effectively, (knowledge and experience of using SharePoint would be preferable and also experience of using various video-conferencing equipment and platforms, including Zoom and MS Teams)
- Must be a self-starter and have initiative and drive, as well as a customer service, can-do approach.
- Exceptional attention to detail is required.
- Excellent organisational, communication, interpersonal, time management skills and ability to prioritise are all essential.
- Strong problem-solving skills and the ability to work under pressure are essential.
- Thorough knowledge of all Microsoft Office products (Word, Excel, PowerPoint, Outlook, Adobe etc.) and experience of working with SharePoint.
- Experience of working within a diverse, dynamic and fast paced environment
- Flexible and adaptable individual with a constructive ‘can do’ attitude who is willing to contribute to the development of the organisation
Interested candidates should submit an updated CV.
Please click the link below to apply, or alternatively send an up-to-date CV to aisling.oleary@peglobal.net
***Please note our client cannot assist with any visa sponsorship and candidates must have the correct visa to live and work in Ireland****
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