Executive PA & Front Desk Coordinator

Veolia | Ireland; Kilkenny; On-site; EUR 28,000 - 36,000; Full time

Job summary

Veolia Ireland in Kilkenny is seeking a dedicated Personal Assistant and Receptionist to support our CEO and manage the Kilkenny office front desk. The role blends PA duties, diary management, document preparation and reception responsibilities in a busy corporate environment.

The ideal candidate will be highly organised, discreet and professional, with strong communication and IT skills, plus the ability to prioritise competing tasks and maintain confidentiality.

Qualifications

• Previous personal assistant/administration experience desirable.
• Excellent communication skills.
• Good organisational skills.
• Strong IT skills.

Responsibilities

• Act as the first point of contact for designated managers and Directors, providing professional and confidential PA support.
• Maintain professional standards and demeanor consistent with our corporate culture.
• Manage diaries by scheduling, prioritising and managing appointments, travel arrangements and documents for meetings.
• Arrange travel, accommodation and associated documentation as required.
• Manage correspondence, tracking incoming and outgoing communications and ensuring responses are produced within required timescales.
• Coordinate meetings and events, including arranging meeting rooms, catering and supporting documentation.
• Provide support on systems and processes as needed.
• Build effective working relationships with managers and their direct reports to ensure seamless coordination of meetings and deadlines.
• Prepare and coordinate presentations, document packs, spreadsheets, reports and other management information.
• Take minutes and record action points at leadership and management meetings as required, ensuring actions are circulated and followed up.
• Provide administrative support on management projects, including tracking deadlines, gathering information and coordinating deliverables.
• Monitor cyclical and management deadlines for reports, budgets, reviews and other key activities, ensuring these are completed within the required timescales.
• Provide support with management systems and processes as required.
• Maintain a high level of confidentiality when dealing with sensitive business and management information.
• Provide general administrative and PA assistance to Directors and senior management as required.
• Ensure that all calls are answered and forwarded to the correct person.
• The reception area and meeting rooms are clean and tidy at all times.
• Ensure that the Contacts List is kept up to date, type standard letters, general administration and filing duties.
• Provide administrative support to various departments including HR, SHEQ, Finance, Procurement, Tendering etc, photocopy, archive files and documents.
• Open the post on a daily basis, date stamp, distribute promptly and correctly, be it in paper or electronic format.
• Liaise with the local courier regarding daily lodgements and other collections.
• Liaise with Stores regarding non local collections and deliveries.
• Prepare the outgoing post.
• Co-ordinate and order all office stationery, toners, cartridges and equipment etc on a monthly basis for the Kilkenny Office and monitor the franking machine.
• Arrange meeting rooms and lunch when required for visitors and senior management.

Skills

Personal assistant experience

Communication skills

Organisational skills

IT skills

Tools

MS Office

Outlook

Job description

Veolia Ireland in Kilkenny is seeking a dedicated Personal Assistant and Receptionist to support our CEO and manage the Kilkenny office front desk. The role blends PA duties, diary management, document preparation and reception responsibilities in a busy corporate environment.

The ideal candidate will be highly organised, discreet and professional, with strong communication and IT skills, plus the ability to prioritise competing tasks and maintain confidentiality.