Senior Executive Assistant

E-Frontiers; Galway; On-site; EUR 42,000 - 66,000; Full time

Job summary

E-Frontiers is seeking an experienced Senior Executive Assistant to provide high-level support to its senior executives in Galway. You will manage complex diaries, coordinate high-level meetings and travel, and ensure leaders are prepared to focus on strategic priorities.

The role requires proactive organisation, professionalism and the ability to handle sensitive information with discretion in a fast-paced environment.

Qualifications

• Significant experience providing senior-level administrative support.
• Proven ability to manage complex calendars and high-level travel arrangements.
• Strong communication and written skills with attention to detail.
• Ability to handle sensitive information with discretion and professionalism.
• Proactive, organised and able to work independently in a busy environment.

Responsibilities

• Providing high-level executive and administrative support to senior leadership.
• Taking ownership of complex diaries, coordinating appointments and resolving scheduling conflicts.
• Organising senior-level meetings, including agendas, meeting papers, presentations and supporting materials.
• Ensuring executives have the information and documentation they need ahead of important meetings and engagements.
• Coordinating domestic and international travel, accommodation, transfers and detailed itineraries.
• Managing changing arrangements and resolving logistical issues quickly and effectively.
• Preparing correspondence, reports, presentations, briefing materials and other executive documentation.
• Monitoring communications and ensuring important matters are followed through appropriately.
• Attending meetings when required, recording key discussions and maintaining action points.
• Supporting the organisation of senior management, leadership and Board-related meetings and events.
• Coordinating meeting rooms, catering, hospitality and other event requirements.
• Acting as a professional first point of contact for senior executives and external stakeholders.
• Building effective relationships with colleagues, clients, advisers, suppliers and other senior contacts.
• Maintaining accurate records and well-organised document and information management systems.
• Supporting wider executive office activities and taking ownership of specific projects or initiatives as required.

Skills

Executive support

Diary management

Travel planning

Stakeholder management

MS Office

Tools

Outlook

Word

Excel

PowerPoint

Job description

Senior Executive Assistant
Location: Galway
Employment Type: Permanent, Full-Time
5 days in the office.
A senior role supporting leadership and driving executive effectiveness

We are seeking an experienced Senior Executive Assistant to provide high-level support to senior executives within a fast-paced and professionally demanding organisation.
This is a role for someone who thrives on being one step ahead. You will be trusted to manage complex schedules, coordinate high-level meetings and travel, prepare important information and ensure that senior leaders are fully prepared and able to focus on their strategic priorities.
You will become a key member of the wider support structure, working with senior stakeholders and external contacts and handling sensitive information with a high degree of professionalism and discretion.

The Opportunity

The successful candidate will take ownership of the day-to-day organisation of a busy executive environment. No two days will necessarily be the same, and the ability to remain calm, organised and solutions-focused when priorities change will be essential.

Your responsibilities will include:

• Providing high-level executive and administrative support to senior leadership.
• Taking ownership of complex diaries, coordinating appointments and resolving scheduling conflicts.
• Organising senior-level meetings, including agendas, meeting papers, presentations and supporting materials.
• Ensuring executives have the information and documentation they need ahead of important meetings and engagements.
• Coordinating domestic and international travel, accommodation, transfers and detailed itineraries.
• Managing changing arrangements and resolving logistical issues quickly and effectively.
• Preparing correspondence, reports, presentations, briefing materials and other executive documentation.
• Monitoring communications and ensuring important matters are followed through appropriately.
• Attending meetings when required, recording key discussions and maintaining action points.
• Supporting the organisation of senior management, leadership and Board-related meetings and events.
• Coordinating meeting rooms, catering, hospitality and other event requirements.
• Acting as a professional first point of contact for senior executives and external stakeholders.
• Building effective relationships with colleagues, clients, advisers, suppliers and other senior contacts.
• Maintaining accurate records and well-organised document and information management systems.
• Supporting wider executive office activities and taking ownership of specific projects or initiatives as required.

What We're Looking For

This position would suit an experienced EA, PA or Executive Support professional who is comfortable operating at senior level and understands the importance of anticipating what is required rather than simply responding to requests.
You will ideally bring:

• Significant experience in a senior Executive Assistant, Personal Assistant or comparable position.
• Demonstrable experience supporting senior executives or leadership teams.
• Exceptional organisational and time-management skills.
• The ability to manage competing priorities in a demanding environment.
• Excellent written and verbal communication skills.
• Strong attention to detail and a highly methodical approach.
• Confidence dealing with senior stakeholders and external contacts.
• Excellent judgement and the ability to know when an issue needs to be escalated.
• A proactive, dependable and solutions-oriented approach.
• Strong Microsoft Office skills, particularly Outlook, Word, Excel and PowerPoint.
• The ability to work independently while also being an effective member of a wider team.
• A high level of integrity and discretion when dealing with confidential information.

The Person

We are looking for someone who naturally brings structure, professionalism and calmness to a busy environment.
You will be someone who:

• Anticipates requirements and stays ahead of deadlines.
• Can quickly distinguish between urgent and less-critical priorities.
• Is comfortable interacting with people at all levels of an organisation.
• Communicates with confidence and professionalism.
• Takes ownership and follows tasks through to completion.
• Can manage sensitive information with absolute discretion.
• Remains composed when plans change or unexpected issues arise.
• Builds trusted relationships with senior colleagues and stakeholders.
• Takes pride in producing work of a consistently high standard.

Why This Role?

This is an excellent opportunity for an experienced executive support professional to take on a high-trust, high-visibility position where your organisational skills, judgement and ability to influence how effectively senior leadership operates will be genuinely valued.
If you are an accomplished EA or PA who enjoys working at the heart of a busy senior environment and is looking for a role where you can make a real difference, we would be very interested in hearing from you.