Executive Assistant to CEO/C-Suite

Executive Assistant to CEO / C-Suite

I am currently seeking an experienced Executive Assistant on behalf of our client who are a pharmaceutical organisation based in Galway. This is a senior-level coordination role offering exposure to strategic projects, cross-functional initiatives and executive decision-making. The ideal person is organised, proactive and thrives in a fast-paced environment.

About You

You bring strong judgement, excellent organisation and the confidence to manage high-level responsibilities independently. You enjoy taking ownership, staying a step ahead and supporting leaders who move quickly.

Key Responsibilities

Executive Support

·      Manage the CEO’s daily schedule, long-term calendar planning and prioritisation to ensure efficient use of time.

·      Prepare correspondence, reports, presentations, briefing documents and meeting minutes.

·      Screen and direct calls, manage incoming communications and handle confidential information with discretion.

·      Coordinate conference calls, internal and external meetings, and visitor arrangements.

Board & Governance

·      Prepare monthly Board meeting agendas and complete board packs.

·      Attend Board meetings to record minutes and follow up on action items with relevant stakeholders.

·      Provide administrative support to the Board of Directors when required.

Project & Operational Support

·      Assist with planning and coordination of strategic initiatives across transformation, operations and organisational development.

·      Conduct research, gather information and support executives with ad-hoc projects.

·      Monitor project timelines, ensuring deadlines and deliverables are met.

·      Format materials for internal and external communication, including reports, emails and presentations.

Travel & Logistics

·      Coordinate international travel, itineraries, visas, bookings and related logistics.

·      Work closely with the company travel provider to ensure smooth arrangements.

·      Prepare detailed travel packs and ensure all documentation is ready ahead of time.

Administration & Follow-Through

·      Manage expenses, credit card reconciliations and administrative records for the CEO.

·      Distribute correspondence and post, ensuring information flows efficiently.

·      Track actions and commitments, ensuring nothing is missed and all matters progress to completion.

·      Anticipate upcoming needs, identify potential scheduling or operational issues and resolve them proactively.

You’ll Need:

·      10+ years’ experience as an Executive Assistant, PA or similar role in a corporate environment.

·      Strong attention to detail and consistently high accuracy.

·      Ability to work with discretion, confidentiality and professional maturity.

·      Excellent written and verbal communication skills.

·      Strong problem-solving ability and a proactive mindset.

·      Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

·      Bachelor’s degree in business, management or related field preferred.

Please apply today if you are interested or contact [email protected] for more info.

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