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Executive Assistant

Department:
Information Technology
Location:
Dublin, Ireland
Reports to:
Group CIO

Job summary

Working in a dynamic and challenging environment, the Executive Assistant is the key support person for the CIO and the IT Team. The EA is primarily responsible for organizing the administrative functions of the IT department such as procurement, accruals, travel as well as the diary commitments of the CIO.

To succeed, the Executive Assistant must be extremely well organized and meticulous in the administrative tasks regarding finance and procurement, pay attention to detail, be strong in communicating with the team and be adept at managing multiple, competing priorities simultaneously.

Essential functions

50-60%

  • Manage local procurement needs such as creation of purchase orders and validation of invoices against them.
  • Manage the IT department’s accruals process.
  • Develop efficient and effective management information systems and procedures that allow swift and easy access to key documents and files.
  • Manage the Diary and Calendar of the Group CIO and ensure accurate and timely meetings management.
  • Manage travel including flights, visas and accommodation at an international level as well as small events and workshops.
  • Manage expenses and expense claims.
  • Coordinate itineraries for visiting executives (including: organisation of meetings; catering arrangements; transportation arrangements; preparing detailed itineraries and distributing them).

 40-50%

  • Manage and resolve queries on behalf of the IT Team.  Email management as required.
  • Compilation and analysis of expenses and assistance in budgetary control where required.
  • Minute taking as required.
  • Manage ad-hoc special projects as allocated by the CIO.

Job requirements, qualifications, and competencies

Educational/Experience

  • Third level qualification desirable or relevant experience
  • Multinational experience essential
  • 4-5 years’ experience supporting senior management

Technical/Functional

  • Good knowledge of IT, Office and Outlook
  • Minute taking and report writing
  • Presentation drafting
  • Tech Savvy

Team Management

  • Flexibility in working hours to accommodate demands of different time zones
  • Accustomed to working with senior executives and sensitive data

Additional Competencies

  • Fluent English both written and oral
  • Self-starter with confidence and commitment to professional delivery
  • Excellent communication, influencing and negotiation skills

Other Information

  • Able and willing to travel with little notice
  • Demonstrate intellectual curiosity: develop knowledge base and skill set beyond that called for by immediate tasks; push the ‘knowledge envelope’; evaluate results of own work and that of others critically vs. purely focusing on production; continuously question processes and / or methods and seek opportunities for improvement; thoughtfully challenge conventional wisdom