Practice Manager and Executive Assistant

horizonquantum; Dublin; On-site; EUR 42,000 - 56,000; Full time

Job summary

Horizon Quantum seeks a proactive Administrative and Practice Manager to support the Chief Legal and Compliance Officer and Executive Vice President of Strategic Initiatives. You will work within the legal and compliance team, coordinating complex calendars, meetings, governance records, and travel while liaising with senior executives across the organisation.

The role requires discretion, strong communication skills, and the ability to prioritise tasks in a fast-paced global environment.

Qualifications

• At least 3 years of administrative or governance experience.
• Excellent organizational skills with high accuracy and attention to detail.
• Discretion and good judgement in confidential situations with senior management interaction.
• Strong interpersonal, written and oral communication skills.
• Proficiency in Google Workspace and Microsoft Office.
• Ability to manage competing priorities and adapt quickly within a team.

Responsibilities

• Maintain complex and detailed calendars.
• Coordinate meeting processes including agendas, minutes and action tracking.
• Maintain governance records: terms of reference, membership lists, forward agendas and approvals.
• Screen incoming calls and prioritize sensitive information.
• Coordinate travel and logistics for internal and external meetings.
• Process invoices and T&E expenses following policies.
• Produce high quality emails and messages to all levels of the organization.
• Maintain department documents and advise proactively on issues or delays.

Skills

Calendar management

Executive support

Discretion & judgment

Communication

Prioritisation & multi-tasking

Team collaboration

Attention to detail

Tools

Google Workspace

Microsoft Office

Job description

We are seeking proactive administrative and practice management support to the Chief Legal and Compliance Officer and Executive Vice President of Strategic Initiatives; and the wider leadership team, ensuring efficient day-to-day management across a fast-paced global environment.

As a practice manager and executive assistant within our legal and compliance team, you will need to work well in a team environment, be able to represent the Chief Legal and Compliance Officer/team with professional courtesy and acumen, and deliver flawless work output. You will also interact with executives from different business lines and need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.

Responsibilities

• Maintain complex and detailed calendars
• Coordinate meeting processes such as agenda planning, meeting logistics, collation of papers, preparation of minutes, tracking actions, and maintaining accurate records
• Maintain up to date governance records including terms of reference, membership lists, forward agendas, action trackers, meeting schedules and records of approvals
• Screen incoming calls and determine level of priority, using caution when sharing information
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate travel
• Process invoices and T&E expenses for team members, ensuring all policies are followed and items are processed within provided guidelines
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain department documents
• Handle regular activities without prompting, and advise in advance of issues or delays

Requirements

• At least 3 years of administrative or governance experience
• Exceptional organizational skills combined with high levels of accuracy and attention to detail
• Discretion and good judgement in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written and oral communication skills
• Strong Proficiency in Google Workspace and Microsoft Office
• Excellent ability to manage competing priorities
• Reliable self-motivation coupled with flexibility ensures you can adapt quickly within a supportive team.

About the Company

At Horizon Quantum, our mission is to unlock broad quantum advantage by building the software infrastructure that empowers developers to use quantum computing to solve the world’s toughest computational problems. We're bridging the gap between today’s quantum hardware and tomorrow’s applications through the creation of advanced software development tools. Triple Alpha, our integrated development environment, enables developers to write sophisticated, hardware-agnostic quantum programs at multiple levels of abstraction. Learn more at www.horizonquantum.com.