Executive Assistant

The Smooth Company; Dublin; Hybrid; EUR 45,000 - 65,000; Full time

Benefits offered by this job

Hybrid working four days a week in our

Generous Smooth Company product allot

Employee discounts

Team events and company celebrations

Career progression opportunities

Exposure to international retail

Job summary

The Smooth Company in Ireland is seeking an exceptional Executive Assistant to work closely with our Founder & CEO and support the next stage of growth.

Based in Dublin, this role keeps the CEO's calendar, coordinates travel, meetings and daily operations, and acts as a trusted interface with internal teams and external partners. If you are highly organised, proactive and discreet, this is your chance to shape the core of a fast-growing beauty brand.

Qualifications

• Experience as an Executive Assistant or similar high-trust role.
• Excellent organisation and time-management skills.
• Strong written and verbal communication.
• Confident dealing with senior stakeholders.
• Attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Discretion with confidential information.
• Proactive, solutions-focused mindset.
• Comfort using technology and systems to improve efficiency.

Responsibilities

• Act as a trusted point of contact between the CEO, team and external partners.
• Prioritise incoming opportunities and requests.
• Prepare presentations, documents, research and meeting materials.
• Manage expenses, approvals and day-to-day administration.
• Keep office running smoothly, arrange supplies, visits and events.
• Handle confidential and sensitive information with discretion.
• Own ad hoc tasks and projects to free up the CEO's time.
• Provide occasional personal scheduling support.
• Spot problems and deadlines before they arise.
• Coordinate travel and events for international meetings.
• Own and manage the CEO's diary, meetings and appointments.
• Prioritise meeting requests and protect time.
• Coordinate internal and external meetings across partners and teams.
• Ensure preparation with relevant info and context.
• Build structure into busy weeks and maintain priorities.

Skills

Executive support

Organisation

Time management

Communication

Stakeholder mgmt

Discretion

Proactive mindset

Tech proficiency

Calm under pressure

Job description

As The Smooth Company continues to scale, we are looking for an exceptional Executive Assistant to work closely with our Founder & CEO and play an important role in enabling the next stage of the company’s growth.

This is a key role in helping the company operate efficiently as we grow. Working at the centre of a fast-paced business, you’ll help bring structure to priorities, keep important actions and opportunities moving, and ensure that meetings, communications, travel, events and day-to-day operations run seamlessly.

We’re looking for someone highly organised, proactive and commercially aware who can become a trusted right hand to the CEO. By creating structure, protecting time and ensuring nothing falls through the cracks, this role will help the leadership team stay focused on the strategic priorities that will drive The Smooth Company’s next stage of growth.

CEO Support

• Act as a trusted point of contact between the CEO, team and external partners
• Help prioritise incoming opportunities and requests
• Support with presentations, documents, research and meeting preparation
• Manage expenses, approvals and general day-to-day administration
• Help keep the office running smoothly day to day, including supplies, deliveries, visitors and coordinating team events
• Handle confidential and commercially sensitive information with complete discretion
• Take ownership of ad hoc tasks and projects that free up the CEO's time
• Provide occasional support with personal appointments and scheduling
• Spot problems, gaps or upcoming deadlines before they become an issue

Diary & Time Management

• Own and manage the CEO's diary, meetings and appointments
• Prioritise meeting requests and protect time for the CEO's most important work
• Coordinate internal and external meetings across retailers, partners, suppliers, advisors and the wider team
• Ensure the CEO is prepared for meetings with the relevant information, documents and context
• Build structure into busy weeks and help keep priorities realistic and focused

Inbox & Communications

• Help manage and organise the CEO's inbox
• Flag urgent and important correspondence
• Draft responses and follow-ups where appropriate
• Keep track of emails awaiting responses or actions
• Ensure important relationships and opportunities are followed up promptly

Meetings & Follow-Through

• Prepare agendas and meeting notes where required
• Capture decisions, actions, owners and deadlines
• Follow up with the relevant team members after meetings
• Keep a clear running list of CEO actions and priorities
• Proactively chase outstanding actions so the CEO doesn't have to

Travel & Events

• Coordinate business travel including flights, accommodation, itineraries and transport
• Organise schedules for international retailer meetings, events, awards and business trips
• Manage incoming speaking, panel and event invitations gathering the details, recommending which to accept and responding to those we decline
• Agree fees and practical arrangements for confirmed events, and raise the invoice afterwards
• Organise any product, samples or materials needed for events
• Ensure travel days and events are organised smoothly from start to finish

Who We're Looking For

We need someone who is exceptionally organised and naturally proactive.

You are the type of person who doesn't wait to be told every next step. If something needs following up, you follow it up. If a diary clash is coming, you solve it. If an important email hasn't been answered, you flag it.

You will ideally have:

• Previous experience as an Executive Assistant, Personal Assistant or in a similar high-trust role
• Excellent organisation and time-management skills
• Strong written and verbal communication
• Confidence dealing professionally with senior stakeholders
• Excellent attention to detail
• The ability to manage multiple priorities in a fast-paced environment
• Strong judgement and discretion
• A proactive, solutions-focused mindset
• Confidence using technology and systems to make work more efficient
• The ability to remain calm when plans change or things get busy

Why Join The Smooth Company?

This is an exciting opportunity to work closely with the Founder & CEO of one of Ireland's fastest-growing beauty brands and see first‑hand what it takes to scale an ambitious international business.

You'll be at the centre of the company and exposed to everything from international retail and new product development to events, partnerships, marketing and business strategy.

We offer:

• Competitive salary based on experience
• Annual performance review
• Hybrid working four days a week in our Dublin office
• Generous Smooth Company product allocation
• Employee discounts
• Team events and company celebrations
• A fast-growing environment with real opportunities for career progression
• The opportunity to work closely with an experienced, ambitious leadership team
• Exposure to international retail, brand building and business growth
• A role you can genuinely make your own as the company continues to scale

We are looking for someone who wants to grow with us and become an integral part of The Smooth Company's next chapter.