Job Description
We are seeking a highly organized and detail-oriented individual to join our team as an Executive Assistant and Office Manager. In this role, you will be responsible for providing support to our executive team and ensuring the smooth operation of our office site. Your primary focus will be assisting with presentations, managing calendars, facilitating meetings, and coordinating various office functions.
Responsibilities:
1. Assist with the creation and editing of slides and presentations
2. Manage executive calendars and schedule appointments
3. Facilitate meetings for the Cork Leadership Team (CLT) including preparation and minutes
4. Assist with ordering and procurement of supplies and equipment
5. Serve as the IT project coordinator for site-related projects
6. Ensure the functionality and operational readiness of the office site at all times
7. Oversee the maintenance and supply of coffee machines
8. Facility responsibility for meeting rooms
9. Handle internal communication tasks such as managing InfoTV screens, creating the weekly site newsletter, posting newsletters and organizational announcements.
10. Facilitate Town Hall meetings and assist with slide preparation for senior management
11. Liaise with the corporate IT Site Lead and Support Team, representing local business unit/site interests and coordinating with local IT technicians
12. Coordinate with the outsourced facility team and Corporate Real Estate, following up on facility-related matters and representing local business unit/site interests
13. Manage the shipping function, including following up with local shipping employees and negotiating contracts with shipping couriers
14. Support the compliance team by pulling import specifications for local ECCN (export control) compliance
15. Chair the Cork Environment Health & Safety board, ensuring site compliance with local EHS regulations, conducting quarterly meetings, and driving continuous improvement initiatives
16. Conduct workplace assessments as required
17. All other duties as assigned by the Cork site leadership team
18. Manage the reception desk and conference area
19. Assisting with or ordering and procurement of supplies and equipment
20. Lead the ISO 27000 series certification for Information Security and Privacy Management
Basic Requirements
Specific Knowledge/Skills:
21. A Bachelors degree (may be substituted with equivalent work experience in this field as determined by the hiring manager)
22. Proficiency in Google apps and Google suite, presentation software and other relevant systems
23. Excellent communications skills, including interpersonal skills
24. Results driven and oriented
25. The ability to read, understand and interpret contracts as well as understanding basic financial accounting principles and budgets
26. Excellent writing skills and the ability to proofread, edit and format written documents and reports to a high professional level, within minimal errors
27. Must be able to report to the Cork Office as a work location
28. Attention to detail and accuracy in work
29. Knowledge of EHS regulations is a plus
30. Familiarity with facility management and office operations
31. Strong organizational and time management skills
32. Experience with calendar management and meeting facilitation
33. Knowledge of IT project coordination
34. Ability to work independently and prioritize tasks effectively
Personal Traits:
35. Strong self-management skills and interpersonal communication skills to work closely with Motorola’s customers, as well as Engineering, Project Management, Real Estate and management
36. Self-motivated and self-managed to perform the required duties at a distance from direct supervision
37. The ability to learn new skills, systems and technologies
Preferred Qualifications:
38. Experience reviewing, editing and formatting reports for executive level personnel
39. Experience in providing executive level administrative support, including logistics, policy/SOP development and making recommendations to executive level managers
40. Experience in or supporting public safety or public safety communications
Travel Requirements
None
Relocation Provided
None
Position Type
Experienced
Referral Payment Plan
No
Company
Motorola Solutions Ireland Limited
EEO Statement
Motorola Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other legally-protected characteristic.
We are proud of our people-first and community-focused culture, empowering every Motorolan to be their most authentic self and to do their best work to deliver on the promise of a safer world. If you’d like to join our team but feel that you don’t quite meet all of the preferred skills, we’d still love to hear why you think you’d be a great addition to our team.
We’re committed to providing an inclusive and accessible recruiting experience for candidates with disabilities, or other physical or mental health conditions. To request an accommodation, please email <.