Airmid healthgroup is a research & testing laboratory. We provide independent data to verify health claims (such as viral reduction) & develop products (air cleaners, vacuum cleaners, antimicrobial surfaces and more) designed to improve the indoor environment.
The Executive Support Assistant is an integral role within the office and will be accountable for supporting the smooth running of daily operations and streamlined communications, channelling this diligence across the whole business.
Your Key Responsibilities
1. Supporting the Chief Executive Officer as well as wider operational and office support.
2. Organising internal and external meetings ensuring preparation and circulation of relevant documents in advance.
3. Coordinating site visits and lab tours, ensuring catering, agendas, schedules, and guest liaison is organised, liaising with the wider team to coordinate and being on site to manage each visit from start to end.
4. Coordinating complex scheduling and calendar management including international travel for the team.
5. Overseeing daily functional operations through collaboration with leaders and colleagues, performing an array of administrative tasks.
6. Active management of agendas and action lists on behalf of the CEO.
7. Preparing and collating information for meetings to include agendas, relevant documents/presentations and reports and ensures effective and timely distribution.
8. Updating the CRM diligently and in a timely fashion supporting the CEO particularly to ensure his activity is accurately reflected on the CRM.
9. Proactively following up on any outstanding action items from previous meetings and seeking updates.
10. Compiling information for reports/presentations through collaboration with relevant teams, in clear, usable, and presentable formats.
11. Maintaining professionalism and strict confidentiality with all materials, and exercising discretion when interfacing with the business.
12. Establishing and managing paper and electronic filing systems.
13. Liaising with the Technology department on any requirements, software updates or issues where required.
14. General Administrative duties.
Qualifications and Experience
1. 3+ years’ experience providing executive assistant support at C-suite level, where you were the “go to person” in a busy office environment.
2. Demonstrable experience coordinating and preparing itineraries.
3. Demonstrated ability to work flexibly and adapt to change in a fast-paced environment.
4. Proven ability to handle confidential information with discretion.
5. Excellent communication, presentation, and interpersonal skills.
6. Strong relationship management skills, distinctive problem-solving skills.
7. Excellent planning and organisation skills, ability to multi-task, plan and prioritise work schedule for self and work within agreed timescales.
8. Excellent attention to detail and an ability to analyse and interrogate high volumes of data and information, as well as demonstrating an ability to focus on higher level overview.
9. Experience managing and developing strong and productive working relationships with both internal and external stakeholders at all levels of an organisation.
10. Excellent attention to detail with the ability to make links between different pieces of information and helps others to interpret and understand it.
11. Motivated, energetic with a positive “can do” attitude.
12. Explores and considers others’ opinions and views and has the ability to respond constructively to challenging views.
13. Evaluates different options and alternatives before making decisions and presents these in a clear and summarised fashion.
What You Need To Grow And Succeed in this role
1. You have a growth mindset.
2. You view setbacks as opportunities for growth and learning and quickly adapts approaches.
3. You are a fast learner who can quickly get up to speed with a variety of new systems.
4. You effectively prioritise, staying on top of multiple tasks, delegating where possible, considering resources, managing to time, whilst flagging risks.
5. You operate with a high level of integrity, diplomacy, tact and professionalism.
6. You have a systematic, project management approach.
7. You are eager to learn and be part of a learning culture.
8. You are enthusiastic and love a challenge.
9. You are happy to get stuck in.
10. You have high capacity for judgment.
11. You have strong organisational skills.
12. You enjoy working in a varied and often fast-paced environment.
13. You believe that learning is achieved not only through formal training but also through exercising the duties of your role.
Job Types: Full-time, Permanent
Pay: €35,000.00-€45,000.00 per year
Benefits:
1. Company pension.
2. On-site parking.
3. Wellness program.
Schedule:
1. Monday to Friday.
Ability to commute/relocate:
1. Dublin 24 D24 YH58: reliably commute or plan to relocate before starting work (required).
Application question(s):
1. Have you submitted a tailored cover letter explaining why you are applying for this role and why you believe your experience matches the requirements of the role?
Education:
1. Bachelor's (required).
Experience:
1. Relevant: 1 year (required).
Work authorisation:
1. Ireland (required).
Work Location: In person
Reference ID: ES2024
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