Executive Assistant

Job Description

Position Executive Assistant (incorporating Office Mgt) – Fixed Term Contract 12 months

Reporting to President EMEA & APAC

Location Dublin

Territory Supporting Daon EMEA and APAC as required

Travel Requirements up to 10%

Status Full Time

Position Overview:

This key position is responsible for the professional day to day delivery and management in each area listed below. This is a busy multi-tasking position located in the Dublin office. The role supports the President EMEA/APAC whilst also ensuring the smooth operation of the office in relation to office administration, facilities and Health & Safety. Work quality / output is expected to be at a high standard. Expectation is for the individual to take pride in the function and ensure top quality housekeeping and professional presentation of Daon to both employee and visitors.

Responsible for administration and secretarial duties including but not limited to;

Supporting the President EMEA/APAC

  • Collects and prepares information for use in discussions/meetings of executive staff and outside individuals
  • Manage meeting minutes and action follow ups with the President’s reports ensuring actions are closed out, keeping a dialogue with the managers and President to ensure progress is ongoing
  • Makes high level contacts of a sensitive nature inside and outside the company
  • Provides specialized administrative support to relieve managers of complex details and advanced administrative duties as required
  • Analyses problems, determines approach, compiles and analyses data and repairs reports/recommendations for duties that are assigned by the President
  • Coordinates activities between departments and outside parties
  • Contacts company personnel at all organisational levels to gather information and prepares reports
  • Work is generally of a critical or confidential nature
  • International travel arrangements including visa processing
  • Expense reports to be fully managed
  • Diary management on outlook- must be planned and checked on a multiple basis daily to ensure time is allocated accordingly and future events are pre-empted
  • Event management /preparation for on-going weekly/monthly meetings (catering etc.)
  • Interdepartmental co-ordination and liaison for Group based activities
  • Support the CEO and members of the Management Team during visits to Dublin
  • In-dept. knowledge of company operations to be acquired
  • Proofreading document editing, presentation, report and preparation
  • Be able to write draft documents and format them to a 1st class standard

Office, Facility, General Operations

  • Ensure professional/tidy presentation of all office areas – housekeeping
  • Manage and negotiate supplier/vendor relationships
  • Point of contact for all general enquiries to Daon
  • Liaise with landlord and Irish estates for facility needs
  • Attend IFSC House tenant meetings and distribute updates
  • Company meetings planning and event management
  • Provide basic administration support department managers
  • International travel arrangements and assistance to some employees as required
  • International and local shipments
  • Filing – Recording and tracking official copies incoming and outgoing
  • Pre sales support including assistance in building power point presentations
  • Managing transport for staff in Dublin office

Health & Safety

  • Building security – manage alarm codes/car park queries (low volume)
  • Responsible for effective H&S system, acting Health & Safety officer for Daon
  • Responsible for effective evacuation and fire safety, acting fire officer for Daon
  • Create and maintain local processes and procedures in all areas to ensure a professional and smooth operation.
  • This list is exhaustive and other duties may be assigned as the business needs change.

Person Description

Education, Skills and Experience

  • Must be high energy and interested in performing an important role
  • Minimum requirement is a qualification in secretarial skills/business administration
  • Degree in business administration or another relevant field is preferred
  • Typing speed of minimum 50wpm required, must have strong accuracy
  • Excellent PC skills (MS Word and PowerPoint) at an advanced level (MS Excel at a medium level minimum required)
  • Ability to manage a very busy workload
  • Ability to use own initiative and make decisions independently
  • Must be very professional in approach to all areas of the role and have the finesse required to represent the office of the President and Daon
  • Exceptional communication and interpersonal skills
  • High quality writing and document formatting skills
  • Fast paced, results focused, high energy individual
  • At least three years in a similar position

Daon is an Equal Opportunity Employer

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