Executive Assistant - Temporary 3-Week Cover

Role Overview

We are recruiting an Executive Assistant to join a busy Dublin office on a temporary basis for a 3-week period covering holiday leave. This role demands a proactive, energetic individual who brings enthusiasm and a solution-driven mindset to facilitate the smooth daily operations of the team.

Key Responsibilities

• Provide comprehensive executive support including managing complex calendars and meetings across multiple time zones with foresight to prevent scheduling conflicts.
• Coordinate detailed travel plans involving flights, accommodation, visas, ground transport, and dining arrangement ensuring both professional and personal requirements are fulfilled.
• Submit accurate business expenses promptly and undertake additional duties to maximize the team's efficiency.
• Welcome visitors professionally, overseeing the entire meet-and-greet process including security protocols and managing office access and desk reservations.
• Manage all inbound and outbound communication channels such as phone calls, courier services, post handling, photocopying, and scanning duties.
• Serve as the key liaison for building management, cleaning teams and external suppliers, oversee office supplies procurement and maintain a positive workplace atmosphere via decoration and recycling efforts.
• Support health and safety initiatives by acting as Fire Warden and First Aider, with training provided as necessary.
• Arrange meeting room bookings and setups for both internal and external events and assist with event catering and office-wide occasions.
• Support onboarding activities including welcoming new employees and administrative processing of invoices.
• Manage charitable initiatives and maintain relationships with partner charities.
• Deliver additional administrative support as needed to ensure seamless office operation.

Required Skills and Experience

• Proven experience as an Executive Assistant or Personal Assistant, preferably within financial or professional service sectors.
• Outstanding communication skills, both written and oral.
• Professional demeanor with confidence in engaging senior stakeholders.
• Advanced proficiency in Microsoft Office suite including Outlook, Word, Excel, and PowerPoint.
• Exceptional organizational capabilities with meticulous attention to detail.
• Sound judgment, problem-solving skills, and a proactive, anticipatory approach.
• Ability to adapt swiftly to changing priorities and function efficiently under pressure.
• Team-oriented, demonstrating a positive and proactive work ethic.
• Self-motivated with strong energy and ownership of responsibilities.
• Committed to producing high-quality deliverables while maintaining resilience.