Executive Assistance

Guidewire Software; Dublin; Hybrid; EUR 52,149 - 69,532; Full time

Job summary

Guidewire Software is looking for a proactive and seasoned Executive Assistant to support our senior leaders in Dublin. This role involves managing complex schedules, oversight of travel logistics, and ensuring operational excellence across our global teams.

The ideal candidate brings over 5 years of executive assistance experience, exceptional communication skills, and the ability to thrive in a fast-paced environment. This is a full-time role based in Dublin with a hybrid work policy.

Qualifications

• Experience supporting senior management (VP/Director level) in global tech.
• Strong experience with remote teams across European and North American time zones.
• Ability to handle multiple activities gracefully under pressure.
• Exceptional verbal and written communication skills in English.

Responsibilities

• Manage calendars and prioritize meetings across time zones.
• Coordinate executive schedules and manage logistics.
• Plan international travel and manage expenses.
• Lead onsite meetings and manage visitor logistics.
• Protect sensitive business information with discretion.

Skills

Strategic Calendar & Time Management

Operational Support & Coordination

Global Travel & Expense Management

Confidentiality & Discretion

Project Management Skills

Exceptional Communication Skills

Tech-Savviness

Problem-Solving Mindset

Education

5+ years of administrative support or executive assistant experience

Tools

Google Workspace

Slack

Zoom

Asana

Jira

Monday.com

Job description

Summary

We are seeking a highly proactive, strategic, and seasoned Executive Assistant to partner with our senior leaders and drive operational excellence across our global teams. Based in our Dublin office, you will serve as the central anchor for leaders and teams spanning Ireland, Poland, and North America (US/Toronto).

Job Description

An Executive Assistant at our company acts as a trusted business partner who anticipates needs, manages complex cross‑border logistics, and supports business objectives for a highly distributed organization. If you are a skilled prioritizer who thrives in a fast‑paced, global environment, we want to hear from you.

Location: In‑Office‑ Dublin, Ireland (Hybrid policy applies: minimum 3 days per week in our Dublin office, with flexibility for occasional remote work).

Employment Type: Full‑time

What you’ll do

• Strategic Calendar & Time Management: Manage complex, high‑volume calendars across multiple conflicting time zones (GMT, CET, EST). Prioritize critical meetings, resolve conflicts independently, and safeguard leaders' time for strategic priorities.
• Operational Support & Coordination – Act as the primary coordination hub for executives, managing scheduling requests, meeting preparation, shared documentation, and cross‑regional alignment with other assistants.
• Global Travel & Expense Management: End‑to‑end planning of complex international multi‑leg travel itineraries (particularly between Ireland, Poland, and North America), ensuring alignment with local compliance, tax, and visa requirements. Manage and reconcile expenses efficiently.
• Onsite Meetings, Events, and Team Offsites – Plan and run onsite meetings, workshops, and offsites end‑to‑end, including logistics and visitor management, to support PDO priorities and create seamless in‑person experiences.
• Confidentiality & Discretion: Act as a gatekeeper for highly sensitive, confidential business information, exercising impeccable judgment at all times.
• Admin Community Leadership: Partner with and mentor junior administrative staff, contributing to the global EA community within the company to share best practices and ensure cross‑coverage.

What you’ll bring

• Experience: 5+ years of administrative support or executive assistant experience, with a proven track record of supporting senior management (VP/Director level) within a fast‑growing global tech or multinational environment.
• Global Matrix Competency: Strong experience supporting distributed or remote teams across European and North American time zones. You understand how to bridge cultural and logistical gaps.
• Project Management Skills: Ability to manage multiple activities simultaneously, handle ambiguity with grace, and pivot seamlessly under pressure.
• Communication Mastery: Exceptional verbal and written communication skills in English; ability to interface confidently with executives and cross‑functional partners worldwide.
• Tech‑Savviness: Advanced proficiency with Google Workspace (Gmail, Calendar, Docs/Sheets/Slides), Slack, Zoom, and modern project management tools (e.g., Asana, Jira, Monday.com). You leverage technology to automate and streamline work.
• Problem‑Solving Mindset: A highly autonomous ownership mindset. You don’t just flag issues; you come to the table with potential solutions.

Nice to have

• Experience supporting Engineering, Product, or highly technical global operations teams.
• Familiarity with Polish business culture or basic language skills (though English is our primary business language).
• Prior experience navigating complex corporate travel and expense policies across EMEA and AMER.

Work hours and travel

• Hours: Core hours are aligned with the Dublin business day, but this role requires deliberate flexibility to accommodate early/late touchpoints with Poland (CET) and the U.S./Toronto (EST).
• Travel: Occasional international travel (approximately 10-15%) to Poland or North America for key leadership summits or team events.

Success looks like

• Operational Synergy: Leaders' priorities are seamlessly executed with zero friction, and global team alignment feels effortless despite time zone barriers.
• Flawless Execution: High‑stakes meetings and multi‑regional events are executed on budget, on time, and yield clear, actionable follow‑ups.
• Proactive Influence: You are recognized as an indispensable business partner who optimizes operations, structures chaotic environments, and builds a cohesive culture across Dublin, Poland, and the U.S.

Equal Employment Opportunity

Guidewire Software, Inc. is proud to be an equal opportunity and affirmative action employer. We are committed to an inclusive workplace, and believe that a diversity of perspectives, abilities, and cultures is a key to our success. Qualified applicants will receive consideration without regard to race, color, ancestry, religion, sex, national origin, citizenship, marital status, age, sexual orientation, gender identity, gender expression, veteran status, or disability. All offers are contingent upon passing a criminal history and other background checks where it's applicable to the position.