Business Support and Executive Assistant FTC

Business Support & Executive Assistant (3 Month Fixed-Term Contract)

This role provides high-quality, comprehensive executive support to senior leaders including the Ireland Chief Executive Officer, as well as lighter touch support to wider leadership team members and business functions. This position plays a critical role in enabling the effectiveness of stakeholders through exceptional organisational capability, sound judgement, and strong collaboration, demonstrating outstanding self management and a proactive, solutions focused approach.

Responsibilities

• Act as a trusted first point of contact for stakeholders, managing access, communications, and priorities with professionalism and discretion.
• Provide proactive, responsive and highly organised support, anticipating needs and managing competing demands effectively.
• Own complex diary management, including scheduling, gate keeping, and forward planning.
• Anticipate and track key deadlines and deliverables of stakeholders, ensuring stakeholders are briefed and supported in meeting them.
• Attend meetings as required, capturing actions and decisions, and proactively managing follow ups.
• Manage inboxes where required, including prioritisation, drafting correspondence, summarising documents and escalating matters appropriately.
• Manage incoming and outgoing communications.
• Arrange travel itineraries, bookings, meetings and transfers, ensuring seamless travel.
• Process expenses and invoices accurately and promptly, ensuring compliance with internal policies.

Wider Team & Business Support

• Own meeting management end to end where required, including scheduling, agenda circulation, minute taking, action tracking and follow up against agreed deadlines.
• Ensure all travel and absence is accurately recorded in the appropriate tracker for the teams the Business Support and Executive Assistant looks after and report upward daily.
• Establish and maintain effective working relationships with key internal stakeholders.
• Work closely with EA and Assistant peers to coordinate meetings, projects and deadlines.
• Identify opportunities to improve administrative processes, systems and ways of working to enhance efficiency and effectiveness.
• Provide cover for peers during periods of leave or sickness, ensuring continuity of support.
• Be available for on call support during peak periods or urgent situations, as required.

Skills

• Experience in a similar role or corporate environment.
• Experience working with MS Office - Outlook, Word, Excel, PowerPoint.
• Discreet and trustworthy.
• Excellent oral and written communication skills.
• Proactive and able to take initiative to anticipate needs and solve problems.
• Understanding of operational systems and processes to facilitate efficient workflow.