Executive Assistant

Collins McNicholas Recruitment & HR Services Group; Dublin; On-site; EUR 60,000 - 80,000; Full time

Job summary

Collins McNicholas Recruitment & HR Services Group is recruiting an experienced Executive Assistant to join a leading pharmaceutical and life sciences organisation in Ireland. This senior role supports a Vice President and Site Leadership Team, combining executive support, diary and travel management with project work, site operations and cross-functional activity.

You will manage complex calendars, coordinate meetings, prepare presentations and reports, and act as a key point of contact for

Qualifications

• Third-level qualification in Business, Administration or related discipline (NFQ Level 6 or equivalent).
• Minimum 5 years' experience as an Executive Assistant or similar senior administrative role.
• Experience supporting Vice President, Director or senior leadership stakeholders.
• Advanced knowledge of Microsoft Office (PowerPoint, Excel, Word).
• Experience with complex diary management, travel arrangements and executive administration.
• SAP experience with PO processing is advantageous.
• Experience with HR/time attendance or employee management systems would be beneficial.

Responsibilities

• Provide high-level Executive Assistant support to a Vice President and senior leadership team.
• Act as a key point of contact for internal and external stakeholders engaging with senior leadership.
• Manage complex calendars, meetings, agendas and competing executive priorities.
• Coordinate meetings, prepare agendas, take minutes and track actions through to completion.
• Prepare professional PowerPoint presentations, reports, business communications and executive correspondence.
• Coordinate and distribute business metrics, reports and leadership information.
• Support the Site Lead and leadership team with day-to-day site operations and administration.
• Coordinate business projects and work with cross-functional and international teams.
• Support employee communications, engagement and recognition initiatives.
• Organise business meetings, conferences, training events, off-site meetings and team-building activities.
• Coordinate visits from senior internal and external stakeholders, including meeting rooms, transport, catering and logistics.
• Manage complex domestic and international business travel.
• Provide administrative support and EA cover across the wider site when required.
• Support SAP purchase order processing and related purchasing activities.
• Coordinate stationery purchasing, orders and payments.
• Participate in cross-functional projects and wider site initiatives.

Skills

Executive support

Diary management

Travel management

Cross-functional teams

Presentation skills

Stakeholder management

Project coordination

Communication

Education

NFQ Level 6 qualification in Business/Administration

Tools

Microsoft Office

PowerPoint

Excel

Word

SAP

Job description

We are currently recruiting for an experienced Executive Assistant to join a leading organisation within the pharmaceutical and life sciences sector.

This is a senior-level Executive Assistant opportunity supporting a Vice President and Site Leadership Team within a fast-paced, international business environment. The role combines traditional executive support, diary and travel management with business projects, site operations, communications, events and cross-functional activities.

This position would suit an experienced Executive Assistant, Senior Executive Assistant, Personal Assistant or Senior Business Support professional who is confident supporting senior executives and working independently in a highly professional and confidential environment.

Key Responsibilities:

• Provide high-level Executive Assistant support to a Vice President and senior leadership team.
• Act as a key point of contact for internal and external stakeholders engaging with senior leadership.
• Manage complex calendars, meetings, agendas and competing executive priorities.
• Coordinate meetings, prepare agendas, take minutes and track actions through to completion.
• Prepare professional PowerPoint presentations, reports, business communications and executive correspondence.
• Coordinate and distribute business metrics, reports and leadership information.
• Support the Site Lead and leadership team with day-to-day site operations and administration.
• Coordinate business projects and work with cross-functional and international teams.
• Support employee communications, engagement and recognition initiatives.
• Organise business meetings, conferences, training events, off-site meetings and team-building activities.
• Coordinate visits from senior internal and external stakeholders, including meeting rooms, transport, catering and associated logistics.
• Manage complex domestic and international business travel, including flights, accommodation and ground transportation.
• Provide administrative support and Executive Assistant cover across the wider site when required.
• Support SAP purchase order (PO) processing and associated administrative purchasing activities.
• Coordinate stationery purchasing, orders and payments.
• Participate in cross-functional projects and wider site initiatives.

Experience & Qualifications:

To be considered for this Executive Assistant position, you will ideally have:

• A third-level qualification in Business, Administration or a related discipline (NFQ Level 6 or equivalent).
• A minimum of 5 years' experience as an Executive Assistant, Senior Executive Assistant, Personal Assistant or in a comparable senior administrative/business support role.
• Previous experience supporting Vice President, Director or senior leadership level stakeholders.
• Advanced knowledge of Microsoft Office, including PowerPoint, Excel and Word.
• Strong experience with complex diary management, meeting coordination, travel arrangements and executive administration.
• Experience preparing senior-level presentations, reports and communications.
• SAP experience, particularly purchase order processing, would be advantageous.
• Experience using HR, Time & Attendance or employee management systems would also be beneficial.
• For more information or a confidential discussion about this Executive Assistant role, contact Michelle Miley at 090 6450667 or email [e-mail]