Executive Administrative Assistant

Adaptive Hvm Limited; Dublin; Hybrid; EUR 42,000 - 54,000; Full time

Job summary

Adaptive Hvm Limited is seeking an Executive Admin (Project Related) to join the CEPO team in a hybrid role at Spencer Dock, Dublin 1. The 18-month assignment provides executive and administrative support for major change projects, including governance, engagement and reporting across strategic programmes.

You will coordinate diaries, meetings and communications, draft materials, and support senior leaders while contributing to stakeholder engagement and organisational change initiatives in a

Qualifications

• Minimum 2 years' experience in an Executive Assistant, Senior Administrator, Office Coordinator, Business Support or Communications Coordinator role.
• Strong written communication and document preparation skills.
• Experience supporting internal communications, employee engagement activities, events or stakeholder engagement initiatives.
• Experience preparing reports, presentations and briefing materials.
• Excellent organisational and diary management skills.
• Experience coordinating meetings, governance processes and events.
• Proficiency in Microsoft 365 tools including Outlook, Teams, Word, PowerPoint and SharePoint.
• Experience supporting senior managers or leadership teams.
• Experience working in a public sector, regulatory or professional services environment.
• Experience supporting organisational change or transformation initiatives.
• Proficiency in SharePoint
• Understanding of Project Management processes

Responsibilities

• Provide executive and administrative support to the Senior Programme Manager, CEPO and broader CEPO team.
• Coordinate diaries, meetings, workshops and governance forums, including scheduling, agendas, logistics, action tracking and follow-up activities.
• Support the planning, co-ordination and delivery of internal communications relating to organisational change initiatives.
• Assist in the drafting and preparation of routine communications, presentations, briefing materials and meeting documentation.
• Coordinate the distribution and publication of change-related communications across multiple channels.
• Maintain governance documentation, action logs and document repositories for CEPO activities.
• Support the preparation and collation of information required for reporting, dashboards and governance updates.
• Assist in maintaining visibility of key activities, milestones, decisions and actions across CEPO programmes.
• Coordinate the planning and delivery of workshops, staff briefings, town halls and engagement sessions for CEPO.

Job description

Job Title/Role : Executive Admin (Project Related)

Duration : 18 Months

Location : Spencer Dock, Dublin 1

Type : Hybrid

Role and Responsibilities

Reporting to the Senior Programme Manager, the Office Support Executive will provide executive, administrative and communications support to the Change Enablement Project Office (CEPO). The role will support the effective operation of the office by coordinating project governance activities, meetings, schedules, internal communications and administrative processes associated with major organisational change initiatives, including the Organisation Review Project and the Strategic Accommodation Planning Project.

This is an excellent opportunity for a highly organised and proactive individual seeking to broaden their experience beyond traditional administrative support and gain exposure to organisational change, communications, stakeholder engagement and programme coordination activities.

As part of a small, high-performing team, the successful candidate will play a key role in supporting the delivery of organisation-wide initiatives, working closely with senior leaders and contributing to engagement activities, communications, events, governance and reporting across a range of strategic programmes.

Key responsibilities include:

• Provide executive and administrative support to the Senior Programme Manager, CEPO and broader CEPO team (currently two senior managers).
• Coordinate diaries, meetings, workshops and governance forums, including scheduling, agendas, logistics, action tracking and follow-up activities.
• Support the planning, co-ordination and delivery of internal communications relating to organisational change initiatives, ensuring timely and effective collaboration/engagement across relevant stakeholders and communication channels.
• Assist in the drafting and preparation of routine communications, presentations, briefing materials, engagement content and meeting documentation for a variety of stakeholder audiences.
• Coordinate the distribution and publication of change-related communications and updates across multiple, relevant communications channels.
• Maintain governance documentation, action logs, records and document repositories for CEPO activities.
• Support the preparation and collation of information required for reporting, dashboards, governance updates and programme communications.
• Assist in maintaining visibility of key activities, milestones, decisions and actions across CEPO programmes and workstreams.
• Coordinate the planning and delivery of workshops, staff briefings, town halls and engagement sessions for CEPO, including logistics, attendee communications, materials, feedback collection and follow-up actions.
• Act as a central administrative point of contact for CEPO-related queries and activities.
• Support continuous improvement of office administration, coordination and communication processes.

Qualifications and Experience required

• Minimum 2 years' experience in an Executive Assistant, Senior Administrator, Office Coordinator, Business Support or Communications Coordinator role.
• Strong written communication and document preparation skills, with the ability to draft clear communications for a variety of audiences.
• Experience supporting internal communications, employee engagement activities, events or stakeholder engagement initiatives.
• Experience preparing reports, presentations and briefing materials.
• Excellent organisational and diary management skills.
• Experience coordinating meetings, governance processes and events.
• Strong proficiency in Microsoft 365 tools including Outlook, Teams, Word, PowerPoint and SharePoint.
• Experience supporting senior managers or leadership teams.
• Experience working in a public sector, regulatory or professional services environment.
• Experience supporting organisational change or transformation initiatives.
• Proficiency in SharePoint
• Understanding of Project Management processes