Executive Assistant & Office Manager

Sculpted By Aimee; Leinster; Sur place; EUR 50 000 - 70 000; Plein temps

Résumé du poste

Sculpted by Aimee in Dundrum, Dublin, is hiring a full-time Executive Assistant & Office Manager to support the CEO and oversee the Dublin HQ. The role combines senior-level EA duties with day-to-day office management, facilities, and coordination with the UK workspace at Work.Life Soho.

The successful candidate will be highly organized, discreet and proactive, capable of managing complex diaries, travel logistics and cross-functional collaboration, while fostering a positive employee experience.

Qualifications

• 3–5 years’ experience supporting a CEO or senior leader in a fast-paced environment.
• Strong diary management, travel planning and confidential communications.
• Proactive, discreet, and highly organised with excellent judgment.

Responsabilités

• Provide executive and personal assistant support to the CEO and manage the complex diary.
• Coordinate domestic and international travel, agendas and meeting materials.
• Lead office operations, facilities, vendors, supplier contracts and budget tracking.
• Plan and manage company events and offsites, ensuring on-brand delivery.
• Maintain records, processes and best-practice for workplace compliance and safety.

Connaissances

Diary management

Executive support

Meeting coordination

Event planning

Vendor management

Budget tracking

Outils

Outlook

Teams

Word

PowerPoint

Excel

Microsoft 365

Description du poste

About the Job

Our background and your main purpose…
Sculpted by Aimee is built on one clear idea. It’s beauty that’s made to do more, so you can do you. Founded by makeup artist Aimee Connolly, the brand is rooted in expertise, authenticity and thoughtful innovation.
Our mission is simple, to create a global legacy brand that makes beauty simpler, smarter and more attainable for everyone. Grounded in the belief that beauty should be effortless, inclusive and results-driven, we create high-quality, multitasking makeup and skincare that simplify routines and make beauty easy to get right.
We’re driven by the community we create for, developing products for every age and every stage, shaped by the real needs, insights and experiences of the women who use Sculpted every day. No fuss, no complexity, just products that actually work and do what they promise.
From humble Irish roots, we've scaled with ambition, becoming one of the fastest-growing beauty brands in Ireland and the UK. Sculpted is now a multi-channel, international business, serving customers in over 68 countries and stocked in leading retailers including Boots, Selfridges and John Lewis. Today, our products are available in more than 500 retail locations across multiple markets, alongside our growing e-commerce and owned-store presence.
Innovation is at the heart of everything we do. With award-winning products, a rapidly expanding skincare collection, and a commitment to creating best-in-class customer experiences, we're building a modern beauty brand designed for scale. With products designed to work across every age and every stage, shaped by insight from our community, the women who use Sculpted every day.
As we continue our growth journey, we're looking for ambitious, curious and commercially-minded people who want to make an impact, move quickly and help shape the future of beauty alongside a passionate and high-performing team.
Due to this exciting growth, Sculpted by Aimee is looking for a full-time Executive Assistant & Office Manager to join our growing team, based in Dundrum, Dublin. Reporting directly to Aimee Connolly, CEO & Founder, this is primarily a senior executive and personal assistant role, combined with responsibility for the effective day-to-day management of our Dublin office and liaison with our UK workspace at Work.Life Soho.
The successful candidate will be highly organised, proactive and discreet, with the judgement and confidence to operate as a trusted extension of the CEO. They will anticipate needs, manage competing priorities, coordinate leadership activity and ensure that the office, meetings, office events and follow-through around the CEO and SLT are handled to a consistently high standard.
This role is primarily office-based, 4–5 days per week, with some flexibility by agreement.

Accountabilities Include

Executiveand Personal Assistant Support to the CEO

• Act asa trusted extension of the CEO, providing proactive, high-quality day-to-dayexecutive and PA support.
• Ownand actively manage a complex and changing diary, protecting focus time,resolving conflicts and ensuring priorities are reflected in the schedule.
• Anticipate upcoming commitments, deadlines and decisions, ensuring the CEO hasthe right information, preparation and logistics in advance.
• Triagemeeting requests, correspondence and incoming priorities with discretion, soundjudgement and an understanding of the wider business context.
• Coordinate domestic and international travel, accommodation, itineraries, transfers and changes, with clear and accurate briefing information.
• Prepare and format agendas, briefing notes, presentations, reports,correspondence and other executive materials.
• Draftcommunications and correspondence on behalf of the CEO, ensuring accuracy,appropriate tone and follow-through.
• Manageconfidential and sensitive information with absolute integrity and discretion.
• Provide practical personal-assistant support to the CEO where reasonablyrequired to enable an effective schedule.

SLTCoordination and Meeting Support

• Coordinate the recurring rhythm of Senior Leadership Team meetings and selectedCEO-led forums.
• Prepare agendas, papers and meeting logistics, capture clear notes, decisionsand actions, and circulate them promptly.
• Maintain action trackers and follow up with owners so commitments, deadlinesand decisions are not lost.
• Provide lighter-touch diary coordination to SLT members where required,particularly for CEO-led meetings, planning sessions and offsites.
• Coordinate SLT offsites, including venue, travel, agenda preparation, meetingmaterials, notes and action follow-through.

Officeand Workplace Management

• Take day-to-day ownership of the Dundrum HQ, ensuring the office is safe, compliant, professional, welcoming, organised and operating effectively.
• Act as the main point of contact for building management, facilities, cleaning, security, maintenance, repairs, utilities and workplace service providers.
• Manage workplace vendors and service contracts, including quotations, purchase orders, invoices, renewals, service standards and supplier performance, partnering with Finance and Operations as required.
• Coordinate fire safety and workplace compliance administration, including risk-assessment actions, fire drills, training, equipment servicing, first-aid provision and accurate records, escalating specialist or statutory matters to the appropriate owner.
• Maintain practical office procedures for access, opening and closing, visitors, contractors, post, couriers, deliveries and incident escalation.
• Own office supplies and consumables, including inventory checks, ordering, sustainable purchasing and cost control.
• Support workspace planning, meeting-room readiness, partner with the People team/HR on desk arrangements and the practical needs of visiting colleagues and new starters.
• Maintain an office operations calendar covering planned maintenance, renewals, inspections, drills and key workplace activities.
• Identify and implement simple improvements that make the office more efficient, consistent and contributing to a positive employee experience.

UKWorkplace Liaison

• Act as the central liaison with Work.Life Soho for office access, memberships, meetingrooms, service issues, and workplace requirements.
• Coordinate with UK-based colleagues to ensure the London workspace is well supported, with clear ownership of queries and timely issue resolution.
• Maintain relevant supplier, access and workplace records for the UK office andescalate contractual or budget matters appropriately.

CompanyEvents and Employee Experience

• Lead the planning and delivery and budget of two company-wide offsites each year, working with People, Operations, Finance and business leads on project plans, venues, travel, budgets, suppliers, schedules and communications.
• Lead logistics and budget for the annual Christmas party and other internal office events, celebrations, town halls and leadership gatherings.
• Ensure every event is well planned, on brand, inclusive and delivered within agreed budget and timelines.
• Maintain clear event plans, supplier contracts, attendee information, risk considerations and post-event actions.

Budget,Administration and Continuous Improvement

• Monitor office and event spend, maintain accurate records and support budget planning and reconciliation with Finance.
• Ensure invoices, expenses and purchase approvals are processed accurately and on time.
• Maintain organised records, templates, contact lists, supplier information and handover documentation.
• Handle ad hoc projects and requests for the CEO and office, applying practical judgement and clear prioritisation.
• Use technology and automation appropriately to improve diary management, meeting follow-through and workplace administration.

In linewith our B Corp commitments, all employees are expected to:

• Support sustainable business practices by minimizing waste, promoting responsible sourcing, and reducing environmental impact.
• Fostera diverse, inclusive, and ethical workplace while contributing to our community initiatives both internally and externally.
• Upholdintegrity, transparency, and accountability in all business practices.

Experience Needed

Qualificationsand Experience:

• 3–5 years’experience supporting a CEO, Founder, C-suite executive or senior leadershipteam in a comparable EA, PA or combined executive support role.
• Experience operating at experienced manager or senior manager level, with the confidence to work independently and influence priorities.
• Proven experience managing complex diaries, travel, confidential correspondence, meeting preparation and executive actions.
• Hands‑on office or workplace management experience, including facilities, vendors, supplies, maintenance and service contracts.
• Practical experience coordinating health and safety, fire safety or workplace compliance administration, with the judgement to engage qualified specialists where required.
• Demonstrable experience planning and delivering company events, leadership offsites or similar multi‑stakeholder events.
• Experience working in a fast‑paced, founder‑led, consumer, retail, beauty or growth business is strongly preferred.
• Strong capability across Microsoft 365, including Outlook, Teams, Word, PowerPoint and Excel.
• Experience with project-management, expense or procurement tools is advantageous.

Nice to have:

• A practicalinterest in how AI, meeting tools and simple automation can improve efficiency,follow-through and ways of working.
• Experience with Microsoft 365 is ideal; familiarity with Slack is helpful but not essential.
• A relevant third-level qualification or professional EA, business administration, facilities or health and safety training is advantageous but not essential.

KeySkills and Personal Qualities:

• Exceptionally organised, calm and dependable, with the ability to manage competing priorities without losing detail.
• Proactive and anticipatory, with strong judgement and a solutions-focused approach.
• Highly discreet and trusted, with excellent boundaries around confidential and personal information.
• Commercially aware and able to understand what matters most in a scaling business.
• Clear and polished communicator who can build strong relationships at every level.
• Hands‑on and low‑ego, comfortable moving between executive support, detailed administration and practical office problem-solving.
• Warm, professional and service‑minded, creating a positive experience for colleagues, candidates, visitors and external partners.
• Comfortable being primarily based in our Dundrum office 4–5 days per week, with some flexibility by agreement and occasional out-of-hours support for travel changes or events.

KeySkills and Personal Qualities:

• Exceptionallyorganised, calm and dependable, with the ability to manage competing prioritieswithout losing detail.
• Proactiveandanticipatory, with strong judgement and a solutions-focused approach.
• Highly discret and trusted, with excellent boundaries around confidential and personalinformation.
• Commercially awareand able to understand what matters most in a scaling business.
• Clearandpolishedcommunicator who can build strong relationships at every level.
• Hands‑onand low‑ego, comfortable moving between executive support, detailed administrationand practical office problem-solving.
• Warm, professionaland service‑minded, creating a positive experience for colleagues, candidates, visitors and external partners.
• Comfortablebeing primarily based in our Dundrum office 4–5 days per week, with some flexibilityby agreement and occasional out-of-hours support for travel changes or events.

Sculpted by Aimee is committed to creating a diverse and inclusive workplace where everyone has equal access to opportunities and every voice is valued. We
celebrate and respect all differences (seen and unseen) and strongly encourage applications from candidates of all backgrounds. All qualified applicants will
be considered regardless of race, colour, religion or belief, gender identity or expression, sexual orientation, national origin, pregnancy or maternity status,
disability, age, or any other characteristic protected by law