Business Support & Executive Assistant (3 Month Fixed-Term Contract)
This role provides high-quality, comprehensive executive support to senior leaders including the Ireland Chief Executive Officer, as well as lighter-touch support to wider leadership team members and business functions.
This position plays a critical role in enabling the effectiveness of stakeholders through exceptional organisational capability, sound judgement, and strong collaboration, demonstrating outstanding self-management and a proactive, solutions-focused approach.
Responsibilities
* Act as a trusted first point of contact for stakeholders, managing access, communications, and priorities with professionalism and discretion.
* Provide proactive, responsive and highly organised support, anticipating needs and managing competing demands effectively.
* Own complex diary management, including scheduling, gate keeping, and forward-planning.
* Anticipate and track key deadlines and deliverables of stakeholders, ensuring stakeholders are briefed and supported in meeting them.
* Attend meetings as required, capturing actions and decisions, and proactively managing follow-ups.
* Manage inboxes where required, including prioritisation, drafting correspondence, summarising documents and escalating matters appropriately.
* Manage incoming and outgoing communications.
* Arrange travel itineraries, bookings, meetings and transfers, ensuring seamless travel.
* Process expenses and invoices accurately and promptly, ensuring compliance with internal policies.
Wider Team & Business Support
* Own meeting management end-to-end where required, including scheduling, agenda circulation, minute-taking, action tracking and follow-up against agreed deadlines.
* Ensure all travel and absence is accurately recorded in the appropriate tracker for the teams the Business Support and Executive Assistant looks after and report upward daily.
* Establish and maintain effective working relationships with key internal stakeholders.
* Work closely with EA and Assistant peers to coordinate meetings, projects and deadlines.
* Identify opportunities to improve administrative processes, systems and ways of working to enhance efficiency and effectiveness.
* Provide cover for peers during periods of leave or sickness, ensuring continuity of support.
* Be available for on-call support during peak periods or urgent situations, as required
Skills
* Experience in a similar role or corporate environment.
* Experience working with MS Office – Outlook, Word, Excel, PowerPoint.
* Discreet and trustworthy.
* Excellent oral and written communication skills.
* Proactive and able to take initiative to anticipate needs and solve problems.
* Understanding of operational systems and processes to facilitate efficient workflow.
