Practice Manager and Executive Assistant

Horizon Quantum; Dublin; On-site; EUR 35,000 - 52,000; Full time

Job summary

Horizon Quantum Computing seeks proactive administrative and practice management support for the Chief Legal and Compliance Officer and Executive Vice President of Strategic Initiatives, helping the leadership team navigate a fast-paced global environment.

You will coordinate calendars, meetings, travel, and governance records, while handling confidential information and preparing high-quality communications for senior stakeholders across business lines.

Qualifications

• At least 3 years of administrative or governance experience.
• Exceptional organizational skills with high accuracy and attention to detail.
• Discretion and good judgement in confidential situations, with senior management interaction.
• Strong written and verbal communication skills.
• Ability to manage competing priorities and work across teams.

Responsibilities

• Maintain complex and detailed calendars and coordinate meetings across the executive team.
• Coordinate meeting processes: agenda planning, papers, minutes, actions, and records.
• Maintain governance records including terms of reference and membership lists.
• Screen calls and determine priority, handling information with care.
• Manage logistics for internal and external meetings and travel arrangements.
• Process invoices and expenses following policy guidelines.
• Produce high quality emails to stakeholders at all levels.
• Maintain department documents and anticipate issues or delays.

Skills

Administrative experience

Discretion & judgement

Communication skills

Priority management

Team collaboration

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 Computing, we are developing tools to simplify and expedite the process of developing software for quantum computers, a fundamentally new form of computer that exploits effects from quantum physics to more efficiently process information. We are an international team with offices in Singapore and Ireland, with key markets spread out worldwide.