Executive Assistant
About the job
Executive Assistant to the CEO
Department: Executive Office
Reports To: Chief Executive Officer
Location: Shannon
Position Overview
The Executive Assistant (EA) to the CEO plays a pivotal role in providing high-level administrative, operational, and strategic support to the Chief Executive Officer. This individual will act as the CEO's right hand, ensuring efficient management of time, communications, and priorities, while maintaining absolute confidentiality and professionalism.
The EA will also serve as a key liaison between the CEO, the executive leadership team, the Board of Directors, clients, regulatory authorities, and industry partners.
Key Responsibilities
Executive Support
- Manage and maintain the CEO's complex calendar, including scheduling meetings, travel, conferences, and internal/external engagements.
- Prepare meeting materials, presentations, reports, and briefing documents for the CEO.
- Anticipate the CEO's needs and proactively manage priorities to ensure alignment with business goals.
- Handle confidential information with discretion and maintain a high level of professionalism at all times.
Communication & Coordination
- Serve as the primary point of contact between the CEO and internal/external stakeholders.
- Draft, review, and manage correspondence, including email, letters, and memos.
- Coordinate executive communications, ensuring timely follow-up and responses.
- Support Board meeting preparation: compile board packs, record minutes, and track action items.
Operational & Project Support
- Assist in strategic projects, special initiatives, and corporate events.
- Track key business metrics, deadlines, and performance indicators on behalf of the CEO.
- Liaise with department heads to ensure company-wide priorities are progressing efficiently.
- Support compliance and documentation requirements specific to the aviation sector (e.g., regulatory filings, safety documentation, certification renewals).
Travel & Logistics
- Coordinate complex domestic and international travel, including flight arrangements (charter, commercial, or private aviation), ground transport, accommodation, and itineraries.
- Prepare detailed travel briefs and ensure smooth logistical execution.
Qualifications & Experience
Required:
- Minimum 5-7 years' experience supporting C-suite executives, preferably within aviation, transportation, or a highly regulated industry.
- Exceptional organizational, multitasking, and time-management skills.
- Advanced proficiency in Microsoft Office Suite and modern productivity tools.
- Excellent written and verbal communication skills.
Preferred:
- Previous experience in aviation operations, charter services, or airline management.
- Familiarity with aviation terminology, regulatory frameworks (EASA, FAA, CAA, etc.), and safety culture.
- Experience managing sensitive information and high-profile relationships.
Personal Attributes
- Highly discreet and trustworthy.
- Strategic thinker with strong attention to detail.
- Proactive, resourceful, and solutions-oriented.
- Calm under pressure and adaptable to a fast-paced, dynamic environment.
- Strong interpersonal skills and cultural awareness.
