Executive Assistant

About the Role

An Executive Assistant position is available at a multinational biopharmaceutical company in North Dublin for a 12-month initial contract with the possibility of extension. This part-time role requires 20 hours per week, ideally spread across five days with 4 hours each day, fully onsite.

The primary responsibility is to provide high-level combined administrative and business project support to the Vice President of the Small Molecules Region (SMR) and to the Site Leadership Team, ensuring smooth and efficient site operations. This demanding role involves anticipating needs, critical thinking, maintaining confidentiality, and offering effective solutions. Flexibility is essential as the position also includes supporting the AND site and collaborating with a partner role based in the United States.

Key Responsibilities

• Act as the main point of contact for all engagements with the SMR Vice President.
• Assist the AND Site Lead with daily site operations management.
• Manage a broad range of administrative duties to enable the SMR Vice President’s leadership, including scheduling, agenda preparation, minute taking, action tracking, collecting and distributing metrics, designing complex reports, presentations, and correspondence preparation.
• Lead and participate in cross-functional business projects.
• Support employee events, communications, and recognition initiatives, including scheduling, preparing presentations, and tracking actions.
• Organize SMR events such as business meetings, off-site training, team building activities, and conferences.
• Coordinate important visitor logistics, including transportation, meeting rooms, catering, and restaurant bookings.
• Arrange travel plans for the SMR Vice President considering time, costs, and appropriate timelines, including flights, accommodation, and car hire.
• Support AND site activities and provide backup assistance for the AND Executive Assistant.
• Serve as SAP Subject Matter Expert for Purchase Order processing.
• Manage site stationery ordering and payment processes.
• Participate in cross-functional teams like the Site Safety Team as needed.

Required Qualifications and Skills

• Third-level qualification in business or a related field (NFQ Level 6).
• At least 5 years of experience in a similar executive assistant role.
• Advanced proficiency in Microsoft Office applications including Excel, PowerPoint, and Word.
• Experience with SAP PO processing is advantageous.
• Familiarity with Time and Attendance and HR systems is a plus.
• Excellent time management and ability to meet deadlines.
• Strong verbal and written communication capabilities.
• Exceptional organizational abilities with multitasking skills.
• Problem-solving aptitude and sound decision-making skills.
• Good interpersonal skills with a proactive, flexible, and innovative work approach.

Additional Job Details

• Work involves understanding company policies and procedures to meet organizational goals.
• Regular meeting of deadlines is essential.
• Handling of confidential information with discretion is required.
• The role demands independent judgment in performing many semi-routine tasks.
• Work is expected to be performed independently with appropriate management of confidential documents.