Executive Assistant To CEO - (Part / Full time positions available)

National Vehicle Distribution; New Ross; On-site; EUR 50,000 - 75,000; Full time

Job summary

National Vehicle Distribution is seeking an experienced Executive Assistant to the CEO based in New Ross, with travel to Baldonnell, Co. Dublin. This senior role delivers high-level support, diary management, board preparation, and stakeholder liaison in a fast-moving, owner-managed environment.

The role requires discretion, commercial judgement, and the ability to coordinate across the Group. A part-time option is available: 5 mornings per week or 3 days with flexibility for board dates.

Qualifications

• Significant experience as an Executive Assistant supporting a CEO, Founder, or Board-level executive.
• Proven experience operating in a fast-paced, complex organisation (ideally multi-site or multi-entity).
• Strong organisational skills with the ability to manage multiple priorities and shifting deadlines.
• Excellent written and verbal communication skills.
• High level of commercial awareness and professional judgement.
• Absolute discretion and integrity.
• Confidence dealing with senior stakeholders at Board and investor level.

Responsibilities

• Act as the primary point of contact for the CEO, managing all inbound requests, correspondence, and scheduling.
• Proactively manage the CEO’s diary to ensure focus on strategic priorities and value-adding activity.
• Prepare, collate, and quality-check materials for Board meetings, shareholder meetings, and key external engagements.
• Coordinate Board logistics, agendas, papers, actions, and follow-ups in conjunction with the Chair, CFO, and Company Secretary (where applicable).
• Track actions arising from Board and Executive meetings and ensure timely follow-through.
• Provide support to the CEO, Chairman and wider SMT as required.
• Support the CEO in coordinating the activities of the Executive and Senior Management Teams across NVD Group.
• Assist in planning and organising leadership meetings, off-sites, strategy sessions, and away days.
• Help maintain momentum on key strategic initiatives by tracking deliverables, deadlines, and dependencies.
• Act as a trusted gatekeeper, filtering and prioritising issues before they reach the CEO.
• Draft, review, and manage high-quality written communications on behalf of the CEO (internal and external).
• Liaise professionally with Board members, investors, advisors, OEMs, partners, and senior customers.
• Handle sensitive and confidential information with absolute discretion at all times.
• Manage domestic and international travel arrangements, often at short notice.
• Ensure the CEO is fully briefed ahead of meetings and travel, with agendas, papers, and background information prepared in advance.
• Maintain efficient filing, document management, and version control for key CEO and Board materials.
• Continuously improve administrative processes, systems, and ways of working around the CEO’s office.
• Support ad-hoc projects and special initiatives as required.
• Some Office Manager and contractor managements may be required.

Skills

Executive support

Board liaison

Diary management

Stakeholder management

Discretion

Commercial judgement

Microsoft Office

Outlook

PowerPoint

Tools

Microsoft Office

Outlook

PowerPoint

Job description

About NVD

A family-owned business, established in 1980, NVD was set up to assist vehicle manufacturers in the timely and incident free distribution of their products. We’ve established ourselves as a one stop shop providing the three main pillars of outbound logistics, including transporting, storing and enhancing our customers’ vehicles, prior to delivery to their end location. Since 1980 NVD has been at the forefront of pioneering the digitisation of the FVL industry. As early adopters of emerging technology we have been able to introduce huge efficiencies saving time and money for our customers. Our unwavering commitment to progress and continual service improvement remains at the heart of our business today.

A family-owned business, established in 1980, NVD was set up to assist vehicle manufacturers in the timely and incident free distribution of their products. We’ve established ourselves as a one stop shop providing the three main pillars of outbound logistics, including transporting, storing and enhancing our customers’ vehicles, prior to delivery to their end location. Since 1980 NVD has been at the forefront of pioneering the digitisation of the FVL industry. As early adopters of emerging technology we have been able to introduce huge efficiencies saving time and money for our customers. Our unwavering commitment to progress and continual service improvement remains at the heart of our business today.

This role is based in New Ross with some travel to Baldonnell, Co. Dublin.

Part Time option available: 5 mornings per week / 3 days per week with flexibility around availability for board meeting dates or other required events.

Role Purpose

The Executive Assistant to the CEO will provide high-level, proactive, and trusted support to the Chief Executive Officer of NVD Group. This is a senior EA role requiring sound commercial judgement, discretion, and the ability to operate confidently at Board and Executive level.
The EA will act as a central coordination point across the Group, helping the CEO prioritise effectively, prepare for Board and investor interactions, manage complex diaries and travel, and ensure follow-through on key strategic and operational initiatives.
This role is not purely administrative; it requires someone who can anticipate needs, manage ambiguity, and operate with confidence and professionalism in a fast-moving, owner-managed environment.
The EA may also support other members of the board / management team as required.

Key Responsibilities

CEO & Board Support

• Act as the primary point of contact for the CEO, managing all inbound requests, correspondence, and scheduling
• Proactively manage the CEO’s diary to ensure focus on strategic priorities and value-adding activity
• Prepare, collate, and quality-check materials for Board meetings, shareholder meetings, and key external engagements
• Coordinate Board logistics, agendas, papers, actions, and follow-ups in conjunction with the Chair, CFO, and Company Secretary (where applicable)
• Track actions arising from Board and Executive meetings and ensure timely follow-through
• Provide support to the CEO, Chairman and wider SMT as required.

Executive & Group Coordination

• Support the CEO in coordinating the activities of the Executive and Senior Management Teams across NVD Group
• Assist in planning and organising leadership meetings, off-sites, strategy sessions, and away days
• Help maintain momentum on key strategic initiatives by tracking deliverables, deadlines, and dependencies
• Act as a trusted gatekeeper, filtering and prioritising issues before they reach the CEO

Communications & Stakeholder Management

• Draft, review, and manage high-quality written communications on behalf of the CEO (internal and external)
• Liaise professionally with Board members, investors, advisors, OEMs, partners, and senior customers
• Handle sensitive and confidential information with absolute discretion at all times

Travel & Logistics

• Manage domestic and international travel arrangements, often at short notice
• Ensure the CEO is fully briefed ahead of meetings and travel, with agendas, papers, and background information prepared in advance

Administration & Process Improvement

• Maintain efficient filing, document management, and version control for key CEO and Board materials
• Continuously improve administrative processes, systems, and ways of working around the CEO’s office
• Support ad-hoc projects and special initiatives as required
• Some Office Manager and contractor managements may be required.

Essential

Experience & Skills

• Significant experience as an Executive Assistant supporting a CEO, Founder, or Board-level executive
• Proven experience operating in a fast-paced, complex organisation (ideally multi-site or multi-entity)
• Strong organisational skills with the ability to manage multiple priorities and shifting deadlines
• Excellent written and verbal communication skills
• High level of commercial awareness and professional judgement
• Absolute discretion and integrity
• Confidence dealing with senior stakeholders at Board and investor level.

Desirable

• Experience in a privately owned, family-owned, or PE-backed business
• Exposure to Board governance processes and Board pack preparation
• Experience in logistics, automotive, engineering, or operationally complex environments
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel)

Personal Attributes

• Calm, composed, and unflappable under pressure
• Highly proactive and anticipatory — thinks several steps ahead
• Detail-oriented but able to see the bigger picture
• Trusted, loyal, and emotionally intelligent
• Comfortable challenging and pushing back when required, in a professional manner
• Flexible and adaptable, with a strong sense of ownership

Equal Opportunities Statement

National Vehicle Distribution is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We value openness, innovation, customer focus, and operational excellence. Our organisation actively promotes equality and prohibits discrimination based on gender, marital/civil status, family status, age, disability, sexual orientation, race, religion, or membership of the Traveller community, in accordance with Irish and UK equality legislation. We encourage applications from all qualified individuals and are dedicated to creating an environment where everyone can thrive and contribute to our shared success.
In Ireland and the UK, the logistics and transport sector has traditionally seen lower representation of women and minority groups. NVD actively encourages applications from all backgrounds to help us build a team that reflects the diverse communities we serve.

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