Executive Assistant Job In Galway

Job Description

Executive Assistant - 6 Month Temporary Contract - Galway

Responsibilities:

1. Support senior management team with direct executive assistant support.
2. Diary Management: Schedule meetings, monitor responses and provide availability as required.
3. Co-ordinate meetings, appointments and travel schedules for the senior team.
4. Process business expenses as required for senior management in line with corporate policy and deadlines.
5. Book travel requirements for members 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.
6. Take charge of all key visitor schedules and arrange associated requirements, i.e. hotel, restaurants, entertainment, travel, printing, general enquiries etc.
7. Coordinate and manage Approval of Legal Documents and contracts with relevant directors.
8. Working cross-functionally as required.
9. Maintain confidence and protect operations by keeping information confidential and ensuring a professional image of the business at all times.
10. Event Management: Arrange logistical aspects of conferences, hotel reservations, travel, catering and conference documentation, company/corporate events, entertainment.
11. Communicate visitors to the office to all staff members.
12. Assist leadership in the preparation of PowerPoint for key meetings.
13. Liaise with a recognised EH&S specialist to ensure all Health & Safety requirements are implemented and thereafter co-ordinate same to ensure ongoing compliance.
14. Copy type, produce reports, and letters and document formatting.
15. Format and collate data required for presentations of senior management.
16. Process Purchase Order Requisition numbers and submit invoices to Accounts Payable as required.
17. Cover holiday leave and lunch breaks for Receptionist as required.
18. Any other duties as required.

Requirements:

1. Proven work experience as an Executive Assistant, Office Coordinator role.
2. Proficiency in Microsoft Office Suite.
3. Hands-on experience with office equipment (e.g. fax machines and printers).
4. Professional attitude and appearance.
5. Flexible approach to work.
6. Solid written and verbal communication skills.
7. Ability to be resourceful and proactive when issues arise.
8. Excellent organizational skills.
9. Multitasking and time-management skills, with the ability to prioritize tasks.
10. Customer service attitude.