Executive Administrative Assistant 3 (contract)

Dublin 18, D, Ireland (Hybrid)

Contract (1 year 6 months)

Executive Support & Calendar Management

Organization & Multitasking

Communication Skills

Confidentiality & Stakeholder Management

Please note that this is a contract role providing services to Microsoft through external staffing partners of Allegis Global Solutions (AGS). If you are selected for this role, you will be employed by AGS and will not be an employee of Microsoft.

This is a senior Executive Assistant role supporting a General Manager within Microsoft's Data Center Operations team across EMEA.

The person will own complex calendar management, international travel arrangements, leadership team coordination, event planning, stakeholder communication, onboarding support, and executive-level administration.

The ideal candidate is a highly experienced Executive Assistant who has supported senior leaders in large global organizations and is comfortable managing multiple priorities across different countries and time zones.

Role Summary

Support senior executives with day-to-day administrative and organizational tasks.

Act as a key coordinator for meetings, communications, documentation, and office operations.

Manage confidential information, schedules, reports, and executive support activities.

Ideal for someone with strong administrative experience who can work independently and stay organized in a fast-paced environment.

Key Responsibilities Executive & Administrative Support

• Manage calendars, meetings, and scheduling for executives.
• Prepare meeting agendas and coordinate board, committee, and leadership meetings.
• Handle correspondence, reports, presentations, and business documents.
• Screen and prioritize incoming communications and requests.

Documentation & Reporting

• Create and format reports, memos, financial statements, and presentations.
• Maintain filing systems and records management processes.
• Retrieve and organize corporate documents and business records.

Office Operations

• Order office supplies and manage administrative inventory.
• Support invoice processing and basic bookkeeping activities.
• Ensure smooth day-to-day office administration.

Stakeholder Coordination

• Liaise with internal teams, leadership, and external partners.
• Handle sensitive and confidential information professionally.
• Provide administrative guidance and support where needed.

Must-Have Skills (Non-Negotiable) Experience

• 5-7 years of administrative or executive assistant experience.
• Previous experience directly supporting senior leaders or executives.

Administrative Skills

• Calendar management.
• Meeting coordination.
• Document preparation and reporting.
• Records and filing management.

Technical Skills

• Microsoft Word (advanced document creation).
• Microsoft PowerPoint (presentations).

Soft Skills

• Excellent organization and prioritization.
• Ability to multitask across competing priorities.
• High level of discretion and confidentiality.
• Ability to work independently with minimal supervision.

Nice-to-Have Skills

• Experience supporting C-level or VP-level executives.
• Exposure to board meeting administration.
• Basic bookkeeping or finance administration experience.
• Experience mentoring junior administrative staff.
• Experience within multinational or technology environments.

Experience Level Guidance Strong Match

5-7+ years as:

• Executive Assistant
• Senior Administrative Assistant
• Personal Assistant to leadership
• Office Manager with executive support responsibilities

Industry Backgrounds

• Technology
• Professional Services
• Consulting
• Large multinational companies

As a workplace, Allegis Global Solutions focuses on relationships - with each other, our clients and our candidates. In fact, serving others is one of our core values. We support open communication and recognize that giving constructive criticism can be even harder than receiving it. We appreciate the fearless and the passionate, who force us to be better. Everything we do sits on a pillar of diversity, equity and inclusion - diverse perspectives, backgrounds and ideas achieve innovation and make us successful.

Please note that we may use artificial intelligence (AI) tools to screen, assess, or select applicants for this position. These tools may analyse application materials and assist our team in identifying candidates whose qualifications best match the requirements of the role. If you have questions about our use of AI in the hiring process, or would like more information, please contact us.