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Executive Personal Assistant

Ref: 76112

  • 40,000-50,000
  • 19 Nov 2021
  • Dublin (South)
  • Permanent

Personal Assistant to CEO

About the Company

Our client are market leaders in the financial services industry. They are a fantastic company to work for with a great culture and subsidised canteen.

About the Position

This is a busy personal assistant role supporting the CEO and senior leadership team. Immediate start ideal

Key Responsibilities:

  • Manage CEOs’ calendars - scheduling the meetings, preparing materials and communication with other attendees;
  • Facilitate business trips for CEO, managers and other employees - flights booking and accommodation arrangements;
  • Manage credit cards’ reconciliation for CEO – preparation of business trip breakdown reports (monthly) and regular monthly expense reports supported by invoices and confirmations;
  • Facilitate Board and committees’ meetings – sending out invitations, digital packs’ preparation, room booking, catering and parking arrangements when meetings are held onsite; WebEx invite and ensuring that call is working for all attendees when the meetings are remote.
  • Attend monthly management meetings, monthly meetings with external partners and quarterly specialized committee meetings. Prepare minutes when needed;
  • Facilitate conference calls and inhouse video conferences for CEOs and managers: room booking, IT support arrangements and correspondence with other attendees; organization of WebEx when meetings are held remotely.
  • Reconciliation of monthly invoices for office costs: catering (when applicable), stationery suppliers and courier companies – comparison with existing records and sign-off;
  • Manage office stationery stock and make orders;
  • Arrange internal catering and parking for meetings when held onsite;
  • Organize external events – town hall meetings, social nights out or Christmas parties when applicable; organize remote meetings (e.g. online town hall) via WebEx for all staff;
  • Communicate with IT support and facilities regarding office-related issues or needs;
  • Facilitate office reorganization or move when necessary – arrange facilities support and internal schedules;
  • Manage monthly and weekly parking schedules for employees and ad hoc arrangements for external visitors when applicable;
  • Make payments in cases where company card is used – conference and membership fees or subscriptions - and maintain records on those;
  • Take part in departmental projects and assist with ongoing activities.

Experience/Requirements:

  • Over four years PA experience at Managing Director/CEO
  • Third level education and technical knowledge of administrative tasks.
  • Previous experience in a company with strong administration and project management experience.
  • MS Office and calendar proficiency. Knowledge of digital Board software is desirable. Ability to manage conflicting priorities and ensure that deadlines are met.
  • Excellent organizational skills, attention to details, time management skills.
  • Open minded, analytical, problem solving
  • Ability to build successful relationships with all levels of internal staff and external partners.

Remuneration Package

€40,000 - €50,000 plus excellent benefits package
Contact

For further information on this Personal Assistant role or other business support roles, please contact Emma Anglim on 015927851 or E-mail me or apply via the link

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