Executive Assistant

Sterling Engineering Ltd - Ireland & Europe; Dublin; On-site; EUR 45,000 - 65,000; Full time

Job summary

Sterling Engineering Ltd. Ireland & Europe seeks an experienced administrative professional to support the Vice President of the Small Molecules Region (SMR) and the AND Site Leadership Team with high-level diary management, reporting, and correspondence.

The role requires initiative, discretion and strong MS Office skills; familiarity with SAP for PO processing and HR systems is an advantage. Flexibility to coordinate with cross-functional teams and travel arrangements will be important.

Qualifications

• Third level qualification in business or related discipline (NFQ Level 6).
• Minimum of 5 years experience working in a similar role.
• Expert knowledge of Microsoft Office – Excel, PowerPoint, Word.
• Knowledge of SAP for PO processing an advantage.
• Knowledge of Time and Attendance & HR systems an advantage.

Responsibilities

• Be the key point of contact for those engaging with the SMR Vice President.
• Support the AND Site Lead in managing the day-to-day operations of the site.
• Execute a broad variety of administrative tasks to facilitate the SMR Vice President’s ability to effectively lead the organisation - including scheduling meetings, agenda management, minute taking, action tracking and distribution, collecting and distribution of metrics, designing of complex documents, reports and presentations and composing and preparing correspondence/communications.
• Participate and manage special business projects including working with cross functional teams.
• Support activities related to employee events, communication and recognition channels such as scheduling, attending, tracking actions, drafting presentations, promotional materials etc.
• Support the organisation of SMR events such as business meetings, off-site training, team building activities and conferences.
• Lead the co-ordination and agenda of important internal and external visitors, including transport, meeting rooms, catering, and restaurant bookings
• Schedule flights, accommodation and car hire for SMR Vice president taking time, cost, and appropriate timelines into consideration.
• Support AND site activities, providing back-up where required for the AND EA.
• SAP SME for PO Processing.
• Management of site stationery including order creation and payments.
• Participate in Cross Functional Teams as required e.g. Site Safety Team.

Skills

Time management

Multitasking

Interpersonal skills

Business acumen

Executive support

Meeting coordination

Education

NFQ Level 6 qualification in business

Tools

Excel

PowerPoint

Word

SAP

Job description

Deliver combined administration and business project activities at a high level for the Vice President of the Small Molecules Region (SMR) and AND Site Leadership Team to support effective and efficient site operations.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

The role will require a level of flexibility, the primary responsibility being to support the SMR VP and secondary providing support to the North Dublin site. This role will work in coordination with a partner role in the US.

Responsibilities:

• Be the key point of contact for those engaging with the SMR Vice President.
• Support the AND Site Lead in managing the day-to-day operations of the site.
• Execute a broad variety of administrative tasks to facilitate the SMR Vice President’s ability to effectively lead the organisation - including scheduling meetings, agenda management, minute taking, action tracking and distribution, collecting and distribution of metrics, designing of complex documents, reports and presentations and composing and preparing correspondence/communications.
• Participate and manage special business projects including working with cross functional teams.
• Support activities related to employee events, communication and recognition channels such as, scheduling, attending, tracking actions, drafting presentations, promotional materials etc.
• Support the organisation of SMR events such as business meetings, off-site training, team building activities and conferences.
• Lead the co-ordination and agenda of important internal and external visitors, including transport, meeting rooms, catering, and restaurant bookings
• Schedule flights, accommodation and car hire for SMR Vice president taking time, cost, and appropriate timelines into consideration.
• Support AND site activities, providing back-up where required for the AND EA.
• SAP SME for PO Processing.
• Management of site stationery including order creation and payments.
• Participate in Cross Functional Teams as required e.g. Site Safety Team.

Qualifications:

• Third Level Qualification in business or related discipline (NFQ Level 6)
• Minimum of 5 years experience working in a similar role.
• Expert knowledge of Microsoft office – Excel, PowerPoint, Word.
• Knowledge of SAP for PO processing an advantage
• Knowledge of Time and Attendance & HR systems an advantage.

Job/Technical Skills:

• Time Management and ability to meet deadlines
• Strong organizational skills and ability to multitask
• Problem Solving and decision making
• Interpersonal skills.
• Demonstrated business acumen and knowledge with excellent interpersonal/communication skills and a flexible, proactive and innovative approach to work.