Executive Assistant marketing

New

Adecco is assisting a local client in recruiting for an organized Executive Assistant in Dublin. This is for a temp to hire opportunity that will give you valuable experience to enhance your career.

As an Executive Assistant you will support senior management, handle heavy calendaring, schedule meetings, and other administrative support. The ideal candidate is able to multitask and has exceptional time management skills. If you meet the qualifications listed below and would like to find out more about the position, please Apply Now!

GENERAL PURPOSE:

To provide varied and complex administrative assistance and project support to the SVP or SGVP. ESSENTIAL

FUNCTIONS:

Exercise independent judgment and personal initiative in performing responsible and difficult technical, specialized, and complex administrative and secretarial work of a confidential nature. Take appropriate authorized action in the absence of the SVP or SGVP, to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of his/her absence.

Act as liaison between other executives and staff in matters involving his/her office, including meetings, documentation, and activities requiring authorized action.

Manage the SVP or SGVP schedule and calendar; arrange meetings, conference calls and appointments.

Receive and screen communications to the SVP or SGVP, including telephone calls and email messages, record messages or and provide assistance using independent judgment to determine those requiring priority attention; channel and facilitate communication from customers and associates and redirect callers to appropriate department/field representative for resolution/assistance (customer complaints, employee inquiries and complaints, vendors inquiries, inquiries regarding legal requests).

Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention. Prepare for SVP or SGVP review. Log and route communications requiring action. 5% Produce letters, reports, bulletins, memoranda and email, including material of a confidential nature. Compose correspondence, reports, presentations, speeches, organization charts, rough drafts, transcription machine tapes or verbal instructions.

Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required. Prepare and process expense reports. Coordinate offsite meetings (arrange for meeting facilities, caterers, meals, materials, transportation and equipment).

Manage SVP or SGVP Administration budget. Process invoices for payment. Reconcile budget on a monthly basis. Assist with planning of yearly budget.

Maintain a variety of complex records and files related to operations and functions, including material of a highly confidential nature (personal files, working files, personnel files and department files). Provide document services (copy, fax, distribute).

Manage personal matters and projects and other office duties as assigned.

COMPETENCIES: Adaptability Analysis and Judgment Communication Customer Service Decisiveness Independence Initiative Teamwork

UALIFICATIONS AND SPECIAL SKILLS REQUIRED:

Proven experience working in a high energy, demanding, multitasking environment; experience providing administrative and logistical support to a top executive; experience with scheduling, travel arrangements, financial reimbursements, communicating with senior level internal and external contacts; ability to shift priorities; superior organizational skills; advanced computer skills (Word, Excel, PowerPoint, Outlook, Visio), filing systems management, etc.

Communicate effectively with coworkers, senior level internal and external contacts and representatives of public and private organizations to exchange and convey information; maintain confidentiality of privileged information obtained in the course of work.

Organize own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with minimum direction. Knowledge of principles and business letter writing and basic report preparation; English usage, grammar, spelling, punctuation and vocabulary; compose, independently or from oral instructions, correspondence, memoranda, and other reports and materials.

Knowledge of standard office administrative practices and procedures, including the use of standard office equipment. Advanced computer skills on all computer applications related to work including word processing, spread sheets, charts and graphs from statistical information, and presentations. Basic budgeting theories and principles; basic mathematical computations, accounting and record keeping skills. Telephone techniques and etiquette. Operate a keyboard at a corrected rate of 60 words per minute. College degree preferred.

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Reference number US_EN_99_025101_12000479