Executive Assistant

Executive Assistant

Location: Dublin, Ireland
Duration: 12 months (from 3rd November)
Schedule: Hybrid (onsite Tuesday to Thursday)
Working Hours: Monday - Friday, 9:00 am - 6:00 pm

About the Role

We are seeking a highly organised and proactive Executive Assistant to provide essential administrative and operational support to executives, teams, and sites. In this role, you will manage a variety of responsibilities, including travel coordination, expense reporting, calendar scheduling, facilities support, and event planning.

You will be expected to use sound judgement, discretion, and strong communication skills to support projects and foster efficiency, while maintaining the highest standards of confidentiality. This role offers the opportunity to contribute to team culture, site activities, and wider initiatives.

Key Responsibilities

• Diary & Meeting Management

  • Schedule, maintain, and update calendars, resolving conflicts and ensuring efficient use of time.

  • Organise meetings by preparing materials, confirming logistics, and assisting with note-taking.

• Office & Facilities Support

  • Assist with office space planning, moves, and workplace requests.

  • Liaise with facilities partners to ensure smooth operations.

• Event & Programme Coordination

  • Plan and deliver internal and external events such as off-sites, team-building activities, summits, and site-wide initiatives.

  • Manage budgets, logistics, and vendor coordination.

  • Act as the main contact during events when required.

• Travel & Expenses

  • Arrange domestic and international travel, including itineraries, visa support, and pre-travel preparation.

  • Provide support during travel and manage post-travel documentation.

  • Process expense reports, invoices, and purchase orders.

• Culture & Team Engagement

  • Support initiatives around team culture, community, and workplace effectiveness.

  • Collaborate with leadership to deliver programmes that strengthen engagement.

  • Contribute to projects and process improvements at site and team level.

Skills & Experience

Essential:

• Strong diary and calendar management skills

• Experience coordinating travel and managing expenses

• Proven ability to organise meetings and events

• Excellent organisational and multitasking skills

• Strong communication and relationship-building skills

• High level of confidentiality and discretion