Executive Assistant

Fine Grain Property; Dublin; Hybrid; EUR 75,000 - 120,000; Full time

Job summary

Fine Grain Property, based in Dublin, seeks an experienced executive support professional to manage the Chairman's workflow, investor communications and cross-functional coordination. The role offers hybrid working options (25–35 hours per week) and exposure to strategic initiatives across the business.

Key responsibilities include managing correspondence, diary planning, investor materials, and maintaining HubSpot as the system of record.

Qualifications

• Minimum 5 years' experience in private equity, professional services, financial services, or real estate.
• Exceptional organisation and follow-through.
• High EQ, discretion and judgement handling confidential material.
• Ability to anticipate needs and pre-empt issues.
• Strong writing and investor communications skills.

Responsibilities

• Triage correspondence and inbound enquiries for the Chairman.
• Own HubSpot as the single system of record and provide monthly pipeline snapshot.
• Coordinate travel and diary planning for investor meetings.
• Support investor relations materials and events.
• Coordinate weekly investment committee and board logistics.

Skills

Executive support

Relationship mgmt

Communication

Discretion

Prioritisation

Tools

HubSpot CRM

Microsoft Office

Job description

Fine Grain Property, established in 2006 in Singapore, is an Irish-owned real estate investor and operator. Our multidisciplinary team combines decades of international and Irish experience. Together with our partners, we unlock sustainable value in real estate.

Since entering the Irish market in 2015, Fine Grain has become recognized as a leader in acquiring and repositioning office properties to deliver world-class innovation campus facilities for multinational and domestic employers. Fine Grain have acquired and upgraded 23 properties, and developed two greenfield LEED Gold office facilities. Currently, we own and manage 17 properties totalling approximately 1.19 million sq ft of high-quality office space valued more than €300 million, home to over 70 multinational tenants.

OUR PURPOSE

At Fine Grain, we build success for our clients by enabling sustainable workplace communities. People are at the heart of everything we do – building long-term, sustainable relationships with people we like, trust, and respect.

We are a data-driven, impact-oriented, and people-centred organisation, where our values guide every decision and action. We believe in the power of facts and insights, the importance of celebrating individual and team success, and the courage to challenge one another for continuous growth.

POSITION SUMMARY

The role runs the operational machinery around the Executive Chairman so that his time is deployed where it creates most value — in front of investors, partners, and strategic opportunities.

The person is embedded in the broader Fine Grain team with clear accountabilities: an integral part of a reliable, effective, collaborative team. This is a new role which will provide exposure to business operations, strategic cross-functional initiatives and investor communications.

The role reports to the Executive Chairman (Colin MacDonald) and will work closely with the CEO, Finance Director, Director of Asset Management, Investment Management and Marketing.

The role is based in Dublin but there are opportunities to work on a hybrid basis as well as for those interested in full time and part-time hours (25-35 hours per week).

CORE RESPONSIBILITIES

Chairman's Office

• Correspondence: triage correspondence and inbound enquiries to the Chairman; respond or draft responses for review as appropriate;
• Reliable. Effective actions: record and track internal and external commitments to completion.
• Relationship maintenance: follow-up discipline after every meeting; key dates and personal touches across the Chairman's network.
• Diary and travel: own the external diary; plan trips and cluster meetings; prepare briefing packs for investor and partner meetings.
• Travel: Co-ordinate travel logistics for Chairman and CEO.

Investor Relations Operations Support

• Own HubSpot as the single system of record — contacts, interaction logs, fundraising pipeline, and dashboards; provide the principals with a monthly pipeline snapshot.
• Monitor Investor relations activity for timeliness and Chairman review; track Chairman’s involvement in existing investor follow-up and queries to completion in HubSpot.
• Maintain the fundraising and investor marketing materials library — current, version-controlled, and ready to send.

Business Development and Profile

• Source, vet, and coordinate speaking opportunities; support the Chairman's profile and LinkedIn cadence.
• Event management: investor events, portfolio tours, and the conference programme (EXPO Real, MIPIM, and targeted partner and investor events).
• AI-augmented research: briefing notes on prospective investors, JV partners, and market intelligence.

Team and Governance Coordination

• Co-ordination and management of weekly investment committee.
• Coordinate team inputs supporting the Chairman;
• Manage Board meeting and NED-search logistics.
• Manage ad hoc projects for the principals.
• Minimum 5 years' experience (an exceptional graduate will be considered) in private equity, professional services, financial services, or real estate, or working with a senior entrepreneur.
• Exceptional organisation and follow-through, with the ability to prioritise and manage competing demands.
• High EQ, discretion, professionalism and judgement — comfortable handling confidential investor and Board material.
• Demonstrates exceptional resilience and adaptability, remaining calm under pressure in a fast-paced environment.
• Proactive and self-motivated, with the ability to anticipate needs and pre-empt issues.
• Strong writer — able to front correspondence from the Chairman's office at investor-grade standard.
• Aptitude and desire to be genuinely AI-fluent — uses AI tools daily to draft, research, and automate; able to build lightweight processes around HubSpot.
• HubSpot (or comparable CRM) experience preferred.
• Ambitious and commercially curious — attracted by real scope, direct access to the principals, and a visible growth path in a compact, high-performing team of 13.
• Flexible – ability to adapt to changing circumstances as they arise and to act independently.

IDEAL EXPERIENCE

• Minimum 5 years' experience in private equity, professional services, financial services, or real estate, or working with a senior entrepreneur.
• Exceptional organisation and follow-through, with the ability to prioritise and manage competing demands.
• High EQ, discretion, professionalism and judgement — comfortable handling confidential investor and Board material.
• Demonstrates exceptional resilience and adaptability, remaining calm under pressure in a fast-paced environment.
• Proactive and self-motivated, with the ability to anticipate needs and pre-empt issues.
• Strong writer — able to front correspondence from the Chairman's office at investor-grade standard.
• Aptitude and desire to be genuinely AI-fluent — uses AI tools daily to draft, research, and automate; able to build lightweight processes around HubSpot.
• HubSpot (or comparable CRM) experience preferred.
• Ambitious and commercially curious — attracted by real scope, direct access to the principals, and a visible growth path in a compact, high-performing team of 13.
• Flexible – ability to adapt to changing circumstances as they arise and to act independently.

PERSONAL ATTRIBUTES

• People-Centred – Supportive and empathetic, with a strong commitment to helping colleagues navigate challenges both in business and life, creating a positive and collaborative team atmosphere.
• Data-Driven – Analytical and detail-oriented, with a strong focus on making decisions based on facts and data and sharing valuable insights to support informed decision-making across the team.
• Impact-Oriented – Results-driven and accountable, with a strong sense of responsibility to set realistic goals, meet deadlines, and take ownership when obstacles arise, contributing to a culture of reliability and execution.