Description:
This Executive Assistant role serves as both a strategic and operational partner to the EMEA Unified Technology Group (UTG) Site Lead, who is based in Dublin, requiring a strong in-office presence (ideally 2+ days per week). The EA will aid in executing the EMEA UTG Site Lead Program, ensuring seamless coordination across customer engagements, government interactions, executive visits, and internal site leadership activities across 5 main UTG sites in EMEA.
What You Get To Do In This Role
- Schedule appointments, plan meetings, and maintain complex and changing calendars, while working through scheduling roadblocks.
- Coordinate logistics for EMEA UTG site visits, including travel, agendas, and on-site execution for events.
- Support planning and logistics for meetings with external stakeholders, including customers and government officials.
- Ensure compliance with internal protocols and external expectations for such engagements.
- Serve as the primary point of contact for visiting executives, ensuring hospitality, briefing materials, and schedules are managed with precision.
- Draft and prepare routine and advanced correspondence including emails, presentations and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures.
- Assist leadership and organizations by optimizing usage of time. Make decisions regarding short-term priorities and work activities.
- Partner with Program Leadership, Country Site Leads and local office leadership to ensure smooth execution of events and follow-up on action items.
- Assist with procurement, office support, and vendor coordination for events and site needs.
- Arrange all travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, while maintaining Leadership expenses/credit card reconciliation.
- Coordinate with EAs supporting Quality Engineering and Engineering VP+ to align calendars and business events.
- Assist internal departments with the setup of new hires.
- Assist new hires with processes including expense reporting and travel systems and other internal processes and tools. Compile, prepare and process Leadership expenses and credit card reconciliation where needed.
Qualifications
To be successful in this role you have:
- Experience in leveraging or critically thinking about how to integrate AI into work processes, decision-making, or problem-solving. This may include using AI-powered tools, automating workflows, analyzing AI-driven insights, or exploring AI's potential impact on the function or industry.
- 10+ years experience supporting SVP level
- Experience within a global scale organisation
- Compliance and governance experience
- Highly organized with exceptional communication skills and ability to manage a variety of high priority projects from multiple management and professional levels
- Desire to grow and take on your own projects
- Professional demeanor and soft-skills
- Positive and personable can-do attitude
- Proficient in Zoom, Microsoft Office suites (Word, Excel, PowerPoint, Outlook), Box, Concur and Google Docs
- Experience handling confidential materials