Executive Assistant

Hero Recruitment; Castlebar; On-site; EUR 60,000 - 80,000; Full time

Job summary

A leading recruitment agency is seeking an experienced Executive Operations Assistant to support the Plant Manager in Castlebar, Ireland. This role involves managing daily operations, diary management, and providing administrative support to the Global Senior Leadership Team. Candidates should demonstrate high discretion, strong organizational skills, and excellent communication abilities. A detail-oriented approach is essential for success in this position.

Qualifications

• High level of discretion and trustworthiness when handling confidential information.
• Strong time management and organisational skills.
• Excellent written and verbal communication skills.

Responsibilities

• Provide full administrative support including travel and meeting arrangements.
• Prepare high-quality presentations and documents for the Plant Manager.
• Coordinate and attend weekly SLT meetings to provide administrative support.

Skills

Discretion and trustworthiness

Time management skills

Organisational skills

Written communication skills

Verbal communication skills

Attention to detail

Flexibility

Team player

Job description

Executive Operations Assistant

Overview: We are seeking an experienced and highly organised Executive Operations Assistant to provide comprehensive support to the Plant Manager. The successful candidate will play a key role in ensuring that operational goals and objectives are achieved efficiently and effectively. This role involves managing the day-to-day operations of the Plant Manager’s office, including proactive and accurate diary management, coordination of meetings, and administrative support to members of the Global Senior Leadership Team (SLT) based on site. Professionalism, discretion, and confidentiality are essential in this position.

Key Responsibilities

Plant Manager Support

• Provide full administrative support including travel and meeting arrangements.

• Prepare high-quality presentations, agendas, and documents for the Plant Manager and Global Leads as required.

• Coordinate and attend weekly SLT meetings to provide administrative support.

• Manage incoming calls, visitors, and meeting logistics including catering arrangements.

• Monitor email correspondence and prioritise urgent matters.

• Process holiday and time‑in‑lieu requests for direct reports.

• Manage expense submissions accurately and efficiently.

Communications

• Compile, publish, and distribute monthly internal newsletters and bulletins.

• Coordinate employee communication sessions and update presentations.

Visitor Coordination

• Organise local logistics for visitors including travel, accommodation, and meeting arrangements.

• Prepare agendas, diary invites, and visitor access requirements.

• Coordinate internal and external meetings, ensuring rooms and facilities are appropriately booked and prepared.

Travel Management

• Act as the local representative for the global travel team.

• Liaise with the travel management company to coordinate bookings.

• Support employees with travel queries and ensure compliance with travel policy.

• Manage the local taxi account, including bookings, invoice processing, and payments.

Senior Leadership Team Support

• Provide administrative and travel support as needed.

• Assist with planning and coordination of SLT events and meetings.

Mobile Device Administration

• Administer the company’s mobile phone policy.

• Procure and issue mobile phones and accessories.

• Liaise with the telecommunications supplier regarding account management and data packages.

Conference Room Management

• Oversee the scheduling and maintenance of meeting rooms.

• Ensure IT systems and communications tools are up to date and functioning correctly.

• Manage online room booking systems and coordinate availability for visitors.

Diary & Event Management

• Maintain the central company diary, including staff absences, visitor schedules, audits, and key events.

• Review and update schedules at weekly SLT meetings.

General Administration

• Collaborate with internal teams to maintain organisational charts and presentation materials.

• Coordinate off-site meetings and accommodation as needed.

• Oversee general office administration including shared mailbox management.

Key Skills & Attributes

• High level of discretion and trustworthiness when handling confidential information.

• Strong time management and organisational skills with the ability to handle multiple tasks simultaneously.

• Flexible and adaptable team player comfortable with change and ambiguity.

• Excellent written and verbal communication skills.

• Proactive approach with strong initiative and attention to detail.