Executive Assistant – Reed Exclusive – Dublin

Reed is delighted to be partnering exclusively with our Client who is recruiting for an Executive Assistant. The role includes excellent benefits and is 5 days a week in the office.

25 days annual leave
Death in service benefit
Great Contributory Pension
No WFH available

Duties in the role:

Financial & Administrative Support 

  • Collate and prepare invoices for payment, ensure all invoices are approved for payment
  • Collate and prepare expense claims, ensure all receipts are appended and the expense claim is approved for payment by relevant signatory
  • Scan and save all invoices, lodgements and credit card transactions for access by Finance & Data Officer
  • Collate and prepare invoices and expense claims for approval in line with organisational procedures
  • Maintain accurate digital records of invoices, receipts and financial documentation
  • Provide administrative support to finance processes, including assistance with monthly accounts as required

Executive Support

  • Provide comprehensive, high-level executive support to the Director General, acting as a key point of contact with internal and external stakeholders
  • Manage the Director General’s diary proactively, including scheduling, prioritising meetings, resolving conflicts, and anticipating upcoming requirements 
  • Coordinate and prepare agendas, briefing materials and papers for senior-level meetings, Boards, committees and external engagements
  • Attend meetings as required, take accurate minutes, track actions, and ensure timely follow-up
  • Manage confidential correspondence, reports and documentation with the highest level of discretion and professionalism
  • Act as liaison between the Director General and senior stakeholders, including leaders, government departments, state agencies and external partners
  • Support the Director General with planning, organisation and delivery of strategic priorities, projects and initiatives
  • Organise travel arrangements, accommodation and itineraries, including preparation of briefing packs as required
  • Exercise sound judgement in handling enquiries, escalating issues appropriately, and making decisions autonomously where required

Office Management

  • Coordinate office facilities management, including maintenance, repairs and supplier relationships, ensuring value for money and service quality
  • Manage ordering and stock control of office supplies and equipment 
  • Liaise with service providers (e.g. cleaning, IT, maintenance) and monitor contracts and service delivery 
  • Act as Health & Safety Officer, ensuring compliance with relevant policies and procedures
  • Manage reception and front-of-office functions, including greeting visitors, handling telephone calls and general email enquiries
  • Coordinate meeting room bookings and preparation, including AV, video conferencing, documentation and refreshments
  • Support staff with administrative tasks such as document preparation, filing, correspondence and event support

Governance, Meetings & Committee Support 

  • Organise and coordinate meetings involving senior management, standing committees and working groups
  • Prepare and distribute meeting documentation (hard copy and electronic), including uploading materials to shared systems or extranets
  • Maintain records of meetings, decisions and action points
  • Plan and coordinate annual schedules of standing group or committee meetings