Executive Assistant to Leadership Team
We are seeking a highly motivated and ambitious Executive Assistant to join our dynamic team, an innovative and fast-growing company in the water and wastewater technology sector. This exciting opportunity is based in Galway, offering the chance to gain hands-on experience in a fast-paced industry.
Key Responsibilities:
* Provide comprehensive administrative support, including organizing appointments, meetings, events, staff schedules, travel plans, filing systems, and managing databases and management systems.
* Ensure smooth office operations by overseeing day-to-day administrative functions and systems.
* Serve as primary point of contact for 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 vendors.
* Assist with administrative tasks, including human resources support, inventory management, data entry, compliance tasks, and general office organization.
* Prepare company documents and templates using Microsoft Office applications for various purposes.
* Maintain and ensure availability of office equipment, manage office supplies and vendor relations, and coordinate deliveries.
* Help process employee expense claims and ensure timely submissions.
* Support communication efforts with governmental agencies and funding bodies, preparing grant applications to secure necessary funding.
* Demonstrate excellent communication skills, ensuring clarity in written and verbal correspondence, including meeting minutes and formal reports.
* Prioritize and manage workload, ensuring flexibility and meeting deadlines in a fast-paced setting.
* Maintain professionalism and discretion when handling confidential matters and sensitive information.
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, 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.