Executive Assistant and Business Support

Reporting to 2 VP’s of Finance providing EA support, coordination and administration duties for the VP’s and their management teams. This role will require working as part of the wider finance team locally in Dublin and virtually with other global teams and EA’s. Provide administrative support to the team of any office requirements, group meeting set ups, management of PO’s on internal procurement system and other adhoc projects. This will entail working across multiple local and global functions. The role requires high levels of organisational skills, excellent planning and self-discipline, a positive and pro-active approach, excellent attention to detail and the ability to be agile and flexible towards competing demands and requirements. Working mostly from home with 2 days in our Dublin office and with a degree of flexibility.

Responsibilities:

• EA to the VP Regional Controller EMEA and VP Global Hardware Controllers & System Processes– managing complex scheduling and extensive calendar management, as well as management of content and flow of information to the VP’s
• Reconciling expenses - ensuring they comply with policies and procedures.
• Make travel arrangements as required (flights, transport, hotels, etc.) on internal travel portal.
• Management of team annual budgets.
• Business administration and support for management and the wider finance  team, ‘ the go to person’
• Organising and preparing hybrid quarterly All Hands, weekly & monthly meetings and training sessions, by preparing slides or other presentation materials, booking rooms, refreshments, equipment. Liaising with local facilities.
• Management and raising of PO’s for Audit fees and other purchases and ensuring invoices are paid timely.
• Ensuring all team members are fully compliant in Hardware devices and Software compliance
• Work on ad hoc projects as required.

Profile

• Bachelor’s degree in business administration and/or a minimum of 5 years working at Senior Executive Level.
• Excellent communication, organisational and prioritisation skills.
• Comfortable dealing with Senior Executives within and outside the finance team and at all levels in the organisation.
• Flexible and adaptable to a fast pace and changing environment
• Ability to handle confidential information with discretion.
• Proficient in digital skills including all apps in MS Office, Zoom or Teams webinars, Procurement systems, familiar with onsite conference facilities.
• A great team player. Able to partner with other EA’s / business admins
• Happy working autonomously and building virtual and in person relationships.