Description:
You be work collaboratively as part of a number of teams, you will provide superior executive support to the office of the CEO. You will be very flexible, have outstanding attention to detail and also be comfortable acting quickly in a fast paced environment (Note: In addition to these functions team members are required to carry out such other duties as may reasonably be required)
Responsibilities:
- Complex diary and mailbox management/monitoring.
- Ensure effective diary planning, scheduling meetings and activities as required.
- Inbox monitoring and actioning items where appropriate.
- Travel bookings for using online Concur travel booking tool:-
- Adhere to corporate travel policy
- Complete International travel questionnaires.
- Timely processing & submission of monthly expenses, ensuring adherence to policy at all times.
- Support the CEO Executive Assistant and act as point of contact for visitors to Dublin (internal & external); Act as primary point of contact for visitors for your relevant executives.
- Develop and maintain strong relationships with EMEA team members at all levels; provide periodic support as required to the UC Senior Management team and develop a strong network with team members and in particular the Admin team.
- Use initiative to rapidly resolve general issues and queries in an efficient manner.
- Act as the conduit to deliver UC reports that are the responsibility of the executive team, respectively, on time to stakeholders.
- Provide high level back-up EA support as needed.
- Provide administration support to include; attending meetings and minute taking, printing, binding, managing signatory requests, & records management.
- Performs complex administrative tasks as required.
- Partner with support teams for any technology, facilities, or support needs that arise for the business.
- Coordinate and distribute the agenda for Committee meetings and other key business meetings as required.
- Maintain distribution lists.
- Minute taking at Committee meetings and other key business and governance meetings as required (ad hoc basis)
- Draft and amend minutes as required and circulate to the relevant stakeholders.
- Ensure that a copy of the minutes is filed appropriately, keeping all minutes together in a file for future reference.
- Prepare an action point list of the matters arising and track the delivery of the actions for Committees and other business initiatives as required.
- Provide support to secretary of Executive Committee when required.
- Support Admin Team and EAs with organization and running of office wide initiatives and events
Experience:
- You will be have 3- 5 years experience in providing support at C-Suite level and interfacing professionally with C-Suite level executives.
- Excellent verbal and written communication skills with the ability to think logically and consider alternatives to provide practical solutions based on a broad understanding of relevant factors.
- Dynamic, highly motivated, target oriented and committed professional.
- Excellent organizational skills with the ability to multi task and use initiative.
- Ability to work under conflicting priorities and pressures; role often requires a high degree of flexibility and re-prioritization at short notice.
- Proven track record for consistently meeting and exceeding goals and delivering a superior level of job performance.
- Proficient experience using all Microsoft Office applications e.g. PowerPoint for presentations and Outlook for managing multiple diaries.
- Experience working in a financial services organization an advantage.
- Resilient, proactive, and hands-on with a can-do attitude.
- Meticulous approach with a high attention to detail.
- Previous Minute taking experience.