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This is an exciting opportunity to support the Executive Leadership Team at our clients company. The Executive Assistant (EA) provides high-level administrative and strategic support to the CEO and Core Team, ensuring the smooth operation of daily executive activities and enabling leaders to focus on organisational priorities.
The ideal candidate will be highly organised, proactive, detail-oriented, and comfortable handling confidential information with discretion. This role is primarily office-based and may require occasional international travel, overtime, or flexibility to accommodate executive schedules and urgent priorities. The position will report directly to the CEO and Core Team.
As an Executive Assistant your key responsibilities will be as follows:
Executive Support
- Provide exceptional administrative support to the CEO and Core Team, including daily coordination, scheduling, diary management, and logistical support.
- Manage the CEO’s annual calendar, ensuring priorities are clearly defined and protected. Proactively anticipate conflicts, mitigate risks, and plan for critical internal and external commitments.
- Screen and direct calls, manage correspondence, and ensure timely flow of information.
Documentation & Communication
- Prepare high-quality documents, reports, presentations, and meeting minutes.
- Conduct research and compile information on various topics as required.
- Format and draft internal and external communications, including emails, reports, and presentations.
- Communicate professionally and effectively on behalf of executives, serving as a primary point of contact between leadership and internal/external stakeholders.
Meetings & Governance
- Prepare monthly Board Meeting agendas and board packs.
- Attend Board Meetings to take minutes, distribute final minutes, and ensure follow-up on actions.
- Provide secretarial support to the Board of Directors as needed.
Project & Event Coordination
- Support planning, execution, and monitoring of special projects, events, and business initiatives.
- Track project timelines and deliverables to ensure milestones and deadlines are met.
- Assist the CEO and Core Team with business projects such as Business Transformation, Operations, and Organisational Development.
Travel & Logistics
- Oversee the company’s newly launched Navan Travel Platform, ensuring all bookings are accurate, compliant, and aligned with the company’s travel policy.
- Review and monitor all travel bookings regularly, ensuring profiles are up to date and that the system is used effectively across the organisation.
- Work closely with the Company Travel Agent and internal teams to ensure seamless, cost-effective, and policy-compliant travel planning.
Operations & Administration
- Manage confidential correspondence and projects with complete discretion.
- Process CEO expenses and credit card reconciliations.
- Demonstrate full ownership of tasks through tracking, follow-up, and timely resolution.
- Perform other duties as required; responsibilities may evolve based on business needs.
Core Competencies
- Exceptional organisational and time-management skills, with the ability to work independently.
- Highly proactive and energized by responsibilities of significant scope and impact.
- Strong problem-solving skills with the ability to anticipate needs and address issues proactively.
- High level of discretion, trustworthiness, and professionalism.
- Strong initiative, attention to detail, and ability to pre-empt executive needs.
- Excellent written and verbal communication skills, with fluency in English.
Qualifications & Experience
- Bachelor’s degree in business administration, Management, or a related field (preferred).
- Minimum of 3-5 years’ experience as an Executive Assistant, Personal Assistant, or similar role in a corporate/manufacturing environment.
- Proven experience with complex diary and international travel management.
- Strong attention to detail and accuracy across all tasks.
- Excellent IT, Reporting and Analytical Skills