Senior Executive Assistant

About the Role

We are seeking a seasoned Senior Executive Assistant to deliver exceptional support to senior leaders in a dynamic, professionally demanding setting located in Galway. This permanent full-time opportunity requires presence in the office five days a week.

Key Responsibilities

• Provide high-level administrative and executive assistance to senior leadership.
• Manage complex calendars, including scheduling appointments and resolving conflicts efficiently.
• Organize senior meetings with preparation of agendas, presentations, and supporting documents.
• Ensure executives are well-equipped with necessary information and materials prior to meetings and engagements.
• Arrange detailed travel plans domestically and internationally, covering accommodation, transfers, and itineraries.
• Handle adjustments to schedules and logistics promptly and adeptly.
• Draft correspondence, reports, presentations, briefing notes, and other executive documentation.
• Monitor communications to guarantee critical issues are addressed appropriately.
• Attend meetings as needed, record key points, and maintain follow-up actions.
• Support planning and execution of senior management, leadership, and Board meetings and events, including logistics like venue booking and catering.
• Serve as a professional first point of contact for senior executives and external stakeholders.
• Develop and maintain effective relationships with internal colleagues, clients, advisers, suppliers, and senior contacts.
• Maintain well-organized records and document management systems.
• Contribute to broader executive office functions and lead specific projects or initiatives when required.

Candidate Profile

This role suits an experienced Executive Assistant or Personal Assistant who excels at anticipating needs proactively rather than merely responding. Ideal candidates will have:

• Extensive experience in senior executive or comparable support roles.
• Proven track record supporting senior executives or leadership teams.
• Outstanding organizational and time management capabilities.
• Skill in balancing multiple priority demands in a fast-paced environment.
• Excellent communication skills, both written and verbal.
• Strong attention to detail and a systematic approach in task execution.
• Confidence in interacting with senior stakeholders and managing sensitive information discreetly.
• Excellent judgment including escalation awareness.
• A proactive, reliable, and solution-driven mindset.
• Advanced proficiency in Microsoft Office suite, especially Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while collaborating effectively within a team.
• Unwavering integrity and discretion handling confidential materials.

Desired Personal Attributes

• Ability to foresee requirements and meet deadlines proactively.
• Skill in prioritizing tasks by urgency and importance.
• Professional and confident communication across all organizational levels.
• Ownership of responsibilities and completion of actions.
• Capacity to maintain discretion with confidential information.
• Composure under changing plans or unexpected challenges.
• Trust-building with senior colleagues and external stakeholders.
• Commitment to delivering consistently high-quality work.

Why Join?

This position offers a prestigious opportunity to impact executive efficiency directly and be valued for your organizational expertise and sound judgment within a supportive team environment. If you are a proactive, highly competent executive support professional looking for a role with significant responsibility and visibility, we'd be eager to consider your application.