Executive Assistant / Office Manager - Investment Management

Red Island Recruitment; Dublin; On-site; EUR 52,000 - 68,000; Full time

Job summary

Red Island Recruitment is seeking an Executive Assistant / Office Manager for a global asset management firm in Dublin. You will support the leadership team with high-quality administrative tasks and help ensure the smooth day-to-day running of the office.

The role requires at least five years' experience in a similar position, strong business acumen, advanced MS Office skills, and the ability to anticipate needs while coordinating meetings and events.

Qualifications

• Five years+ experience in a similar EA/Office Manager role.
• Strong business acumen and organisational skills.
• Proficiency in MS Office suite; HR exposure is a plus.

Responsibilities

• Act as Executive Assistant to leadership, delivering first-class admin support.
• Be the main contact between senior internal and external stakeholders.
• Manage the diary, schedule meetings, travel, and prepare itineraries.
• Monitor emails and correspondence and take appropriate action.
• Manage, track and process business expenses.
• Coordinate SMT and Board meetings, agendas, minutes, and actions.
• Prepare clear communications, documents, presentations and reports.
• Plan and organise internal and external team events.
• Update office policies and contingency plans.
• Liaise with building management, vendors and contractors.

Skills

Executive support

Diary management

Stakeholder management

Time management

Communication skills

Tools

MS Word

Excel

Outlook

PowerPoint

Job description

My client a Global Asset Management firm is seeking to hire a Executive Assistant / Office Manager to join their team in Dublin. You will be responsible for assisting in the management of the day-to-day smooth running of the office and providing the highest quality of administrative support to the leadership team. This interesting and ever evolving role will challenge your skills as an exceptional assistant, who can be a step ahead at all times, demonstrating excellent planning, organisational and time management skills, ensuring efficiency in all areas. As no two days will be the same, being flexible on what is required on a day-to-day basis will be essential.

Key Responsibilities:

Executive Assistant

• Act as Executive Assistant to the Leadership team, providing a first-class level of administrative support.
• Be the main point of contact between senior internal and external business stakeholders.
• Effectively manage the diary, scheduling meetings, booking travel arrangements and accommodation when needed and preparing itineraries.
• Monitor emails and correspondence, bringing information as required and taking appropriate action.
• Manage, track and process business expenses.
• Co-ordinate internal SMT and Board meetings, including the compilation of agendas, preparation of supporting documents and timely issuance of meeting packs, drafting of minutes and follow up of key actions from the meetings.
• Prepare clear and accurate communications, documents, presentations and reports.
• Plan and organise internal and external team events.

Office Management

• Ensure adherence to policies and practices relating to the operation of the office.
• Update and communicate business emergency and contingency plans.
• Manage and run induction programmes for new employees.
• Establish and maintain administrative systems and processes to enable accessibility of information as well as document storage and retrieval.
• Act as Liaison with building management, with regard to building and office codes, safety, security and maintenance procedures.
• Work closely with other professional organisations, contractors, clients, cleaning company and other vendors, and monitor vendors’ contracts.
• Oversee outside workers engaged in construction, equipment installation, facilities repair and general maintenance.

Experience & Requirements

• At least five years’ experience in a similar role
• Strong business acumen
• Experience in a HR related discipline is an advantage, though not essential
• Advanced IT skills to include MS Word, Excel, Outlook and PowerPoint