Executive PA – Dublin Contractor

This role is initially a 3-6 Month contract with potential to extend.

Hybrid with 3 days onsite.

Purpose

the Executive Personal Assistant’s role is to provide comprehensive support to the

executives and senior management team, enabling them to effectively fulfil their

responsibilities and contribute to the success of the organization. As the Executive PA, you

will play a crucial role in enhancing productivity, managing information flow, and ensuring

seamless coordination within the company. Your exceptional organizational skills,

attention to detail, and ability to prioritize tasks will be instrumental in optimizing the

executives’ efficiency and enabling them to focus on strategic initiatives.

Responsibilities

• Administrative Support: Provide high-level administrative assistance to the executives, including managing their schedules, organizing meetings, and coordinating travel arrangements. Handle correspondence, draft emails, and documents, and prepare presentations to facilitate smooth communication and information flow.

• Calendar Management: Efficiently manage multiple complex calendars, scheduling and prioritizing appointments, meetings, and events. Proactively anticipate conflicts and resolve scheduling issues to ensure optimal use of executives’ time and resources.

• Communication Liaison: Serve as a central point of contact, both internally and externally, for the executives. Coordinate communication, respond to inquiries, and filter requests, maintaining professionalism and confidentiality in all interactions.

• Information Management: Gather, analyse, and synthesize data from various sources to prepare reports, summaries, and presentations. Keep track of deadlines, deliverables, and important milestones, ensuring that the executives are well informed and prepared for meetings and decision-making processes.

• Project Coordination: Assist in managing key projects by organizing project timelines, tracking progress, and coordinating cross-functional teams. Collaborate closely with stakeholders to ensure project objectives are met within established deadlines and deliverables.

• Relationship Building: Foster strong working relationships with internal and external stakeholders, including team members, clients, partners, and vendors. Facilitate effective communication, resolve conflicts, and act as a trusted representative of the executives to enhance collaboration and achieve organizational goals.

• Confidentiality and Discretion: Handle sensitive information and maintain the highest level of confidentiality and discretion. Exercise sound judgment and ethical behavior’s in dealing with confidential matters and sensitive issues.

Requirements

• Diploma or higher preferred; ideally in a related discipline.

• Proven experience as an Executive Assistant or similar role, preferably in a fast paced corporate environment.

• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.

• Strong communication skills, both written and verbal, with the ability to interact professionally at all levels.

• Proficiency in MS Office suite and other relevant software applications.

• Attention to detail and a high degree of accuracy in work.

• Proactive mindset, with the ability to anticipate needs and take initiative.

• Strong problem-solving skills and ability to work independently.

• Discretion and confidentiality in handling sensitive information.

• Flexibility and adaptability to evolving priorities and demands.