Executive Assistant

About the Role

CREGG is seeking a highly organized, proactive, and professional Executive Assistant to provide high-level administrative and operational support to the Global President and VP of Human Resources at a leading cosmetic and healthcare product manufacturer and distributor based in Co. Galway. This position demands exceptional communication skills, discretion, meticulous attention to detail, and the capacity to manage multiple priorities within a fast-paced setting. The ideal candidate will be resourceful, dependable, and adept at handling confidential information with utmost professionalism and integrity.

Duties & Responsibilities

• Oversee and manage calendars, schedules, and meeting coordination for the President and VP of HR.
• Facilitate and arrange travel, accommodations, detailed itineraries, and process expense reports.
• Generate presentations, reports, agendas, and necessary meeting materials.
• Attend meetings, meticulously capture minutes, and track action items, owners, and deadlines.
• Filter and prioritize emails and inquiries, addressing urgent matters promptly.
• Handle all confidential and sensitive information with the highest level of discretion and professionalism.
• Monitor action items, ensuring timely completion of tasks and projects.
• Maintain organized electronic and physical filing systems.
• Provide administrative support to the VP of HR for HR functions and special projects.
• Coordinate interview schedules, onboarding processes, and employee meetings.
• Support employee engagement initiatives, training events, and company-wide programs.
• Uphold the confidentiality of employee records and sensitive HR data.
• Assist with internal communications and the development of policy documentation.
• Act as a key liaison between executives, employees, and external stakeholders.
• Organize company meetings, leadership events, and executive functions.
• Contribute to the improvement of administrative processes and overall operational efficiency.
• Support cross-functional projects and effectively manage associated deadlines.
• Demonstrate flexibility in working hours to support executives and teams across different time zones.
• Undertake other administrative duties as required.

Skills & Qualifications

• Possess a minimum of 5 years of experience in an Executive Assistant or comparable senior support role.
• Demonstrated experience supporting senior leadership teams and C-suite executives.
• Exhibit strong organizational and multitasking capabilities with exceptional attention to detail.
• Communicate effectively through both written and verbal channels.
• Proven track record of managing confidential information with discretion.
• Proficient in Microsoft Office Suite and various business systems.
• Ability to work autonomously and effectively prioritize tasks in a dynamic environment.
• Excellent interpersonal and stakeholder management abilities.
• Familiarity with HR systems and administrative workflows is advantageous.
• Maintain a professional demeanor with strong interpersonal skills.
• Capacity to manage multiple tasks accurately and efficiently.

Additional Information

This is a permanent, full-time position based in Co. Galway. Standard working hours are Monday to Thursday from 8 am to 4:30 pm and Fridays from 8 am to 2 pm, with a requirement for flexibility. A hybrid working arrangement may be available after a 6-month probationary period.

Offer

• An attractive remuneration package.
• A comprehensive Benefits Package including pension, health insurance, bonus opportunities, Employee Assistance Program (EAP), support for further education, and complimentary parking.
• A diverse and engaging role offering significant opportunities for professional development.
• The chance to collaborate closely with senior leadership in a trusted and valued capacity.
• A supportive work environment that values flexibility, initiative, and confidentiality.

Please note that your CV will only be shared with third parties upon receiving your explicit consent. For further details, please contact Barry Dolan at [email protected] with your updated CV.