Executive Assistant & Business Projects Coordinator

Fmi; Ireland; On-site; EUR 55,000 - 75,000; Full time

Job summary

FMI Head Office in Dublin is seeking a highly organised Executive Support professional to provide proactive, confidential support to the Senior Leadership Team. This full-time, office-based role requires coordinating priorities, meetings, travel arrangements and communications to ensure strategic initiatives run smoothly.

In this office-based position, you will drive conference planning, tender coordination, corporate events and cross-functional project support, demanding judgement, independence

Qualifications

• Experience supporting senior leadership and managing competing priorities with discretion.
• Excellent organisational, communication and stakeholder management skills.

Responsibilities

• Provide proactive, confidential executive support to FMI's Senior Leadership Team, manage diaries, meetings, travel, and prepare briefing packs.
• Coordinate cross-functional business projects, timelines, action logs and progress updates.
• Assist tender and proposal processes with document preparation and submission tracking.
• Plan and deliver corporate conferences and events including venues, logistics and on-site support.
• Oversee facilities coordination and liaise with contractors and procurement to ensure service delivery.

Job description

Department: Business Support / Executive Office Location: FMI Head Office, Dublin Reporting to: Designated Senior Leadership Team Member Working Pattern: Full-time, Monday to Friday | Office-based

Role Purpose

To provide proactive, high-level executive and business coordination support to FMI's Senior Leadership Team, ensuring the effective management of executive priorities, business activities, projects and key organisational events. The role will act as a central point of coordination for senior management, supporting the planning and delivery of conferences, corporate events, tender processes and cross-functional business initiatives. The position requires a high degree of organisation, independence, professional judgement and the ability to manage competing priorities while ensuring actions, timelines and deliverables are progressed effectively.

Key Responsibilities

• 1. Executive and Senior Leadership Support Provide proactive and confidential administrative and organisational support to the Senior Leadership Team. Coordinate executive diaries, meetings, appointments and travel, anticipating scheduling conflicts and changing business priorities. Prepare professional presentations, meeting packs, reports, briefing documents and correspondence. Organise leadership and management meetings, including agendas, supporting materials and follow-up actions. Maintain action trackers, monitor deadlines and follow up with relevant stakeholders to ensure agreed commitments are progressed. Act as a professional point of contact between senior management, internal departments, clients and external stakeholders. Exercise discretion and independent judgement when prioritising requests and handling confidential business information.
• 2. Business Projects and Coordination Support the planning and coordination of business projects and initiatives assigned by senior management. Establish and maintain project timelines, action logs and progress trackers. Coordinate activities across departments, ensuring responsibilities, deadlines and deliverables are clearly communicated. Follow up on outstanding actions, identify delays and elevate issues where necessary. Prepare project updates, meeting summaries and supporting documentation. Assist with process improvements and the introduction of more efficient administrative and business practices.
• 3. Tender and Proposal Support Provide administrative and coordination support throughout FMI's tender and proposal processes. Liaise with relevant departments to gather information, supporting documentation and required inputs. Assist with compiling, formatting and reviewing tender documents and presentations. Track submission deadlines, outstanding information and approval requirements. Maintain organised records of tender documentation, submissions and relevant correspondence. Support the timely completion and submission of tender documentation under the direction of the relevant business lead. Responsibility for tender strategy, commercial content, pricing and final submission approval will remain with the relevant business owners.
• 4. Conferences, Corporate Events and Business Meetings Coordinate the planning and delivery of corporate conferences, leadership meetings, client events and other business initiatives. Liaise with venues, suppliers and internal stakeholders regarding requirements, bookings and arrangements. Coordinate event schedules, travel, accommodation, catering, delegate information and associated logistics. Maintain event planning timelines, budgets and action trackers within agreed parameters. Ensure key activities are completed in advance of events and resolve or elevate logistical issues. Provide on-site coordination and support at events where required. Assist with post-event reviews and recommendations for future improvements.
• 5. Facilities, Contractor Management and Reception Liaise with the serviced reception team in the new building to coordinate meeting room space, visitor arrangements and general office requirements. Act as the primary point of contact for all facilities-related matters across FMI premises, ensuring maintenance issues, service requests and facilities requirements are managed effectively. Coordinate and oversee external contractors and service providers, including cleaning, maintenance, repairs and other facilities-related services. Manage contractor schedules, planned maintenance and service visits, ensuring works are completed to the required standard and within agreed timelines. Liaise closely with the Procurement team regarding contractor requirements, supplier arrangements, service agreements and purchasing processes. Monitor contractor performance, follow up on outstanding works and elevate service delivery, health and safety or compliance concerns where necessary. Maintain accurate records of contractor activities, maintenance schedules, service agreements and associated expenditure. Work with building management, Procurement and inter