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Executive Assistant

  • Sector: Office Support
  • Contact Email: noeleen.stewart@collinsmcnicholas.ie
  • Job Ref: 17951

Executive Assistant required on contract for 12 months, previous experience in a multinational is essential.   Galway city.


  • Support senior management team with direct executive assistant support.
  • Diary Management: Schedule meetings, monitor responses and provide availability as required.
  • Co-ordinate meetings, appointments and travel schedules for the senior team.
  • Process business expenses as required for senior management in line with corporate policy and deadlines.
  • Book travel requirements for each member of the senior team while liaising closely with procurement to ensure cost efficiency of same. Create comprehensive travel packs with itineraries for complex business trips, including international travel and visa requests.
  • Take charge of all key visitor schedules and arrange associated requirements, i.e. hotel, restaurants, entertainment, travel, printing, general enquiries etc.
  • Event Management: Arrange logistical aspects of conferences, hotel reservations, travel, catering and conference documentation, company/corporate events, entertainment.
  • Communicate visitors to the office to all staff members.
  • Liaise with a recognised EH&S specialist to ensure all Health & Safety requirements are implemented and thereafter co-ordinate same to ensure ongoing compliance.
  • Follow up with Legal Documentation Approvals instructed by senior management
  • Formatting and collating data required for presentations of senior management.
  • Process Purchase Order Requisition numbers and submit invoices to Accounts Payable as required.
  • Cover holiday leave and lunch breaks for Receptionist as required.

 

Requirements

  • 5 years plus experience as an Executive Assistant / Senior Administrator within a multinational environment.
  • Proven work experience as an Executive Assistant, Office Coordinator role.
  • Proficiency in Microsoft Office Suite
  • Solid written and verbal communication skills
  • Ability to be resourceful and proactive when issues arise
  • Excellent organizational skills
  • Multitasking and time-management skills, with the ability to prioritize tasks
  • Customer service attitude


For a confidential discussion and more information on the role, please contact Noeleen Stewart.

noeleen.stewart@collinsmcnicholas.ie

091 706712