Executive Assistant to the CEO and COO

Digital Manufacturing Ireland; Limerick; On-site; EUR 42,000 - 55,000; Full time

Benefits offered by this job

Competitive salary and comprehensive  

Job summary

Digital Manufacturing Ireland is seeking an organised Executive Assistant to support the CEO and COO at its Castletroy, Limerick facility. The role focuses on coordinating schedules, communications and administrative operations to ensure smooth daily activities.

You will manage diaries, arrange meetings, liaise with internal teams and external stakeholders, handle travel and expenses, and contribute to board preparation and confidential tasks in a dynamic environment.

Qualifications

• 5+ years' experience in an Executive Assistant or similar role.
• Strong organisational and time-management skills.
• Excellent communication and interpersonal abilities.
• Discretion, professionalism and confidentiality.
• Proficient in Microsoft Office and collaboration tools.

Responsibilities

• Provide professional support to the CEO and COO.
• Manage diaries and coordinate internal/external meetings.
• Liaise with internal teams, clients and external stakeholders.
• Welcome visitors and handle sensitive information.
• Coordinate travel, expenses, and procurement processes.
• Prepare board meeting materials and minutes.
• Support ad hoc administrative duties.

Skills

Executive support

Diary management

Stakeholder liaison

Travel arrangements

Meeting coordination

Tools

MS Office

Outlook

Excel

PowerPoint

Teams

Job description

Digital Manufacturing Ireland is supported by the Government of Ireland through IDA Ireland and has been established to help manufacturers accelerate their adoption of digital technologies.

DMI offers a state of the art physical and digital factory, a vendor showcase, industry collaboration spaces, and training facilities. The DMI facility brings together technology, expertise, and business support to help manufacturing companies transform, innovate, and future-proof their operations.

Role Overview:

Digital Manufacturing Ireland (DMI) is seeking a highly organised, proactive and professional Executive Assistant to provide support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO) at its facility in Castletroy, Limerick.

This is an excellent opportunity for an experienced Executive Assistant to play a key role in supporting the day-to-day activities of the CEO and COO, ensuring the effective coordination of schedules, meetings, communications and administrative operations.

The successful candidate will demonstrate strong organisational, communication and interpersonal skills, with the ability to manage competing priorities, maintain confidentiality and exercise flexibility in a dynamic, fast-paced environment.

Key Responsibilities:

Duties will include, but are not limited to:

• Provide professional and proactive support to the CEO and COO.
• Manage diaries for the CEO and COO, scheduling internal and external meetings and ensuring effective management of competing priorities.
• Act as a reliable point of contact for the CEO and COO, liaising with internal teams, clients and external stakeholders.
• Welcome and greet clients, visitors and stakeholders in a professional and friendly manner.
• Coordinate and process relevant expenses, ensuring accuracy and timely submission.
• Follow internal procurement policies and procedures, including raising and processing purchase orders (POs) for relevant expenditure.
• Coordinate executive and board meetings, client visits and other organisational events, including room bookings, catering, agendas and preparation of relevant documentation.
• Attend meetings, accurately record minutes and follow up on agreed actions as required.
• Manage incoming telephone calls and enquiries, ensuring they are handled efficiently and directed appropriately.
• Organise and coordinate domestic and international travel arrangements, including flights, accommodation, transportation and itineraries.
• Handle sensitive and confidential information with a high level of professionalism and discretion.
• Demonstrate flexibility in responding to changing priorities and supporting the evolving needs of the CEO, COO and wider organisation.
• Undertake additional administrative and ad hoc duties as required.

Key Skills and Experience Requirements:

• Minimum of 5 years' experience in an Executive Assistant, Personal Assistant or similar role, ideally supporting senior leadership.
• Excellent organisational and time management skills, with the ability to prioritise multiple tasks effectively.
• Strong communication and interpersonal skills, with the ability to engage professionally with stakeholders at all levels.
• High level of professionalism, discretion and confidentiality, with excellent attention to detail.
• Proactive, self-motivated and adaptable, with the ability to work effectively in a fast-paced environment.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint and Teams.
• The opportunity to work in an innovative and dynamic organisation at the forefront of digital manufacturing.
• A welcoming, supportive and collaborative working environment.
• Opportunities for continuous learning and professional development.
• A competitive salary and comprehensive benefits package.