Executive Assistant

Morgan McKinley; Dublin; On-site; EUR 42,000 - 66,000; Full time

Job summary

Morgan McKinley is seeking an EA / Administrative Business Partner to be a critical link between executive leadership, cross-functional teams, and site operations. You will manage calendars, travel, events, and budgets with independence and sound judgment.

You will coordinate end-to-end meeting setups, office space requests, and global time-zone scheduling; drive culture, lead events, plan travel itineraries, and handle vendor invoices and purchase orders to keep budgets aligned.

Qualifications

• Complex calendar optimization
• Discretion with sensitive business data
• Site engagement and culture building
• Budgeting and expense reconciliation
• Office space and resource planning
• Executive operational support
• Meeting facilitation and documentation
• Professional written communication
• Multi-stakeholder relationship management
• End-to-end travel and event coordination

Responsibilities

• Meeting Preparation: Coordinate end-to-end meeting setup for executives and teams; assemble agenda materials and verify technical setups.
• Workspace & Facilities Management: Serve as the point of contact for office space requests and manage seating layouts and office moves.
• Strategic Time Management: Control complex executive calendars across international time zones and resolve overlaps.
• Culture & Engagement: Drive initiatives to strengthen workplace community and site morale.
• Event & Project Ownership: Oversee end-to-end execution of events from team off-sites to large summits; manage venue sourcing and budgets.
• Travel Logistics: Design complete travel itineraries for leadership and staff; assist with visas and post-trip documentation.
• Financial Administration: Process expense reports and manage vendor invoices and purchase orders.

Skills

Complex calendar optimization

Discretion with sensitive business

Site engagement & culture building

Budgeting & expense reconciliation

Office space & resource planning

Executive operational support

Meeting facilitation & documentation

Professional written communication

Multi-stakeholder relationship mgmt

End-to-end travel & event coordination

Job description

As an EA / Administrative Business Partner, you serve as an essential link between executive leadership, cross-functional teams, and site operations. You handle scheduling, event management, travel, and budgeting with independence and sound judgment. Operating with total confidentiality, you solve operational challenges, optimize leadership time, and champion positive workplace culture.

Key Responsibilities

• Meeting Preparation: Coordinate end-to-end meeting setup for executives and teams. Assemble agenda materials, build presentation decks, verify technical setups, and capture actionable notes.
• Workspace & Facilities Management: Serve as the point of contact for office space requests. Partner with facilities and real estate teams to manage seating layouts, solve space constraints, and execute office moves.
• Strategic Time Management: Control complex executive calendars across international time zones. Resolve scheduling overlaps, guard focus time, and structure schedules to match long-term leadership goals.
• Culture & Engagement: Drive initiatives that strengthen workplace community and site morale. Collaborate with site leaders on team-building strategy, communications, and administrative group networks.
• Event & Project Ownership: Oversee end-to-end execution of events ranging from team off-sites to large summits. Handle venue sourcing, vendor negotiation, and budget tracking. Independently lead operational projects, troubleshooting obstacles as they arise.
• Travel Logistics: Design complete travel itineraries for leadership and staff. Assist with visa and passport requirements, adjust itineraries on short notice during travel, and wrap up post-trip documentation.
• Financial Administration: Process expense reports, approve incoming vendor invoices, and manage purchase orders to keep site budgets aligned.

Key Qualifications

• Complex calendar optimization
• Discretion with sensitive business data
• Site engagement and culture building
• Budgeting and expense reconciliation
• Office space and resource planning
• Executive operational support
• Meeting facilitation and documentation
• Professional written communication
• Multi-stakeholder relationship management
• End-to-end travel and event coordination