Executive Assistant to Leadership Team - Galway (Hybrid)
I am currently seeking a motivated and ambitious Executive Assistant to join our client's dynamic team, an innovative and fast-growing company in the water and wastewater technology sector.
Key Responsibilities:
* Provide comprehensive administrative support, which includes organizing and managing appointments, meetings, and events.
* Coordinate staff schedules, arrange travel plans, organize both physical and digital filing systems, and maintain 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.
* Plan and coordinate events such as meetings, workshops, trade shows, and conferences, working closely with event organizers 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 organization's communication efforts with governmental agencies and funding bodies, helping to prepare and submit grant applications to secure necessary funding.
Requirements:
* 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.
* 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 organizational 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.