JOB: Executive Assistant / Office Assistant
CONTRACT: Temporary Cover (3 WEEKS) - Immediate start
We are seeking an Executive Assistant / Office Assistant to join our clients Dublin office for 3-week holiday cover. You will bring energy, enthusiasm, and a can-do attitude to everything you do. This is a highly varied role that ensures the smooth, day-to-day running of our Dublin team. From overseeing facilities and IT to managing busy executives' diaries, you will be proactive, collaborative, and solution oriented.
RESPONSIBILITIES:
Responsibilities include, but are not limited to:
EA Coverage
- Organise and manage busy calendars and meeting schedules across multiple time zones, proactively anticipating and resolving scheduling conflicts.
- Coordinate complex travel arrangements, including flights, visas, accommodation, ground transportation, and dining reservations, ensuring both business needs and personal preferences are met.
- Submit business expenses in a timely and accurate manner.
- Perform additional duties as required to ensure the most efficient use of the team's time.
Reception
- Greet visitors and manage the full meet-and-greet process, ensuring a professional front-of house experience.
- Manage access control, including visitor security procedures and desk/office bookings.
- Answer, screen, and direct incoming phone calls.
- Handle local and international courier services, including shipments via providers such as FedEx.
- Manage incoming and outgoing post, including opening, filing, photocopying, and scanning.
Facilities & Office Operations
- Act as the primary point of contact for building management, office cleaning staff, and external facility suppliers.
- Oversee office stock and supplies, including managing deliveries and ordering stationery.
- Maintain common areas and contribute to a positive office environment, including coordinating seasonal decorations and managing recycling initiatives.
- Support office health and safety by serving as Fire Warden and First Aider (training provided if required).
- Coordinate meeting room bookings and set up spaces for internal and external meetings.
- Act as the local point of contact for IT-related support within the office.
- Plan and coordinate office events and provide broader support to the team as needed.
- Organise catering for meetings and events.
- Support onboarding by welcoming and setting up new joiners.
- Process and check invoices in a timely and accurate manner.
- Coordinate charitable initiatives and manage the relationship with the organisation's charity partner.
- Provide ad hoc administrative support as required.
SKILLS/EXPERIENCE REQUIRED
- Previous experience as an EA/PA, ideally within financial or professional services
- Excellent written and verbal communication skills
- Confident interacting with senior stakeholders, with strong professional presence
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint)
- Strong organisational skills with exceptional attention to detail
- Sound judgement and problem-solving ability
- Proactive and solutions-oriented, with the ability to anticipate needs
- Adaptable and responsive to changing priorities, often at short notice
- Comfortable working in a fast-paced environment with multiple stakeholders
- Collaborative team player with a positive, can-do attitude
- High levels of self-motivation, energy, and ownership
- Committed to delivering high-quality work with resilience under pressure
