Executive Assistant to Leadership Team - Galway (Hybrid)
I am currently seeking a motivated and ambitious Executive Assistant to join our clients dynamic team, an innovative and fast-growing company in the water and wastewater technology sector. This exciting opportunity is based in Galway, and offers the chance to gain hands-on experience in a fast-paced, industry. As the company grows its presence in Ireland, the UK, and globally, this role will offer essential administrative support to the expanding team, ensuring seamless daily operations and providing effective assistance to the leadership team.
Key Responsibilities:
- Provide comprehensive administrative support, which includes organising and managing appointments, meetings, and events, coordinating staff schedules, arranging travel plans, organising both physical and digital filing systems, and maintaining company databases and management systems.
- Ensure the smooth operation of office activities, overseeing day-to-day administrative functions and systems.
- Serve as the primary point of contact for both staff and visitors, managing inquiries and assisting with various requests.
- Take charge of the planning and coordination of events such as meetings, workshops, trade shows, and conferences, working closely with event organisers and third-party marketing vendors.
- Assist in various administrative tasks, including human resources support, inventory management, scheduling, data entry, data management, compliance tasks, and general office organization.
- Prepare company documents and templates using Microsoft Office applications (Word, Excel, PowerPoint) for a variety of purposes.
- Oversee the maintenance and availability of office equipment, ensuring everything is operational, and manage office supplies and vendor relations, including coordinating deliveries.
- Help with the monthly processing of employee expense claims and ensure timely submissions.
- Support the organisation’s communication efforts with governmental agencies and funding bodies, helping to prepare and submit grant applications to secure necessary funding.
- Exhibit excellent communication skills, ensuring clarity in both written and verbal correspondence, including preparing meeting minutes and formal reports.
- Demonstrate strong project management skills, ensuring tasks are delivered within deadlines and coordinating effectively with stakeholders.
- Prioritise and manage a varied workload, ensuring flexibility and meeting deadlines in a fast-paced setting.
- Maintain a high level of professionalism and discretion when handling confidential matters and sensitive information.
- Demonstrate excellent organisational skills, particularly in event planning and coordination, while maintaining good interpersonal relationships with staff and external partners.
Skills & Qualifications:
- A minimum of five years of experience in an Executive Assistant or Office Manager role.
- A relevant qualification, such as a degree in business, accountancy, construction, or a related field, or equivalent professional experience.
- Expertise in using Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint, is essential.
- Proven project management capabilities, with experience managing multiple tasks simultaneously.
- Ability to handle confidential matters with discretion, and demonstrate sound judgment when dealing with sensitive information.
- Familiarity with corporate governance and compliance standards is highly desirable.
- Experience working with financial management software, such as QuickBooks or similar platforms, would be beneficial.
- Experience working as part of a multidisciplinary team, particularly in cross-functional team environments.
- Strong organisational and event management skills, with the ability to adapt to changing requirements and tight deadlines.
- Excellent interpersonal skills, able to engage effectively with individuals at all levels within and outside the organization.
Please apply today if you are interested or contact [email protected] for any queries
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