Keelings Hiring for Executive Assistant Job at Saint Margaret’s , Ireland Full Time

We are currently have a great opportunity for an Executive Assistant to join the Keeling’s to support two members of the leadership team, our Company Property Director and Group CFO.

Job Title: Executive Assistant

Business Unit : Group

Location : St. Margaret’s, Swords

Responsibilities

• Diary management of a full and ever-changing schedule
• Planning and facilitating meetings and preparation of related documents for meetings
• Ensuring the Property Director has all documentation for meetings and all delegates are present/apologies noted
• Ensure timely submission of agendas, minutes and documents
• Locating necessary documents, files, maps and legal documents associated with company property
• Ensure appropriate follow up on next steps/action points from meetings
• Attend weekly reviews with Property Director
• Travel arrangements – including international travel (when appropriate) and all the associated planning and logistics
• Event/conference management – liaising with external companies/suppliers for client entertainment/hospitality and logistics (when appropriate)
• Email management for Director – ensuring follow up / action has been dealt with accordingly
• Oversee personal bookings / personal requests i.e. car tax/car service/couriers/dinner reservations/transport etc.
• Taking all calls for the Property Director and dealing with them as appropriate – ensuring calls have been actioned / followed up. Maintain accurate phone messages and track response to important callers/clients.
• Supporting the Property Director on project work
• Management of smaller projects
• Preparing PowerPoint presentations
• Regular liaison with Leadership Teams / Board members
• Liaising with external stakeholders in relation to property matters as required
• Compiling and recording Director expenses
• Upkeep of extensive contact list
• Working as part of a team of EA’s providing support to each other on a daily basis and as holiday cover
• Maintaining a filing system for governance / legal documents

Person Specification

• Qualification in Administration / Secretarial is preferred
• MS Outlook/Word/PowerPoint/Excel – good working knowledge required
• Work Experience & Special Aptitudes
• 3-4 years’ experience in a PA / EA role, ideally in a fast paced environment
• Ability to manage an extremely busy schedule
• Strong time management and organisational skills
• Reliability / flexibility
• A high degree of enthusiasm and adaptability
• Good presentation and telephone manner
• Able to perform well under pressure in an ever changing environment
• Professional and assertive manner
• Ability to work with confidential information
• Multi-tasking in a methodical manner

Core Competencies

• Excellent Planning & Organising skills are essential
• Good IT Skills – PowerPoint, word, excel, internet experience for travel a distinct advantage
• Excellent interpersonal and communication skills
• Confidentiality/discretion to the highest standard
• Familiarity with legal/property documentation is an advantage
• Good Team Player

The core hours are 8.00 am – 4.30 pm and 8.30 am – 5 pm. The person must have their own transport.

Job Types: Full-time, Permanent