Executive Assistant - Dublin

By Ian Blake on 05 March 2020 16:44:15 GMT


About You

You are commercially aware and understand the detail needed to plan business calendars and manage an office. You’re thoughtful about managing a calendar. You see around corners and anticipate needs such as flagging that an important meeting is 2 days away, or a proposal is due. You’re flexible and like working in a nimble, dynamic environment; changing plans and re-prioritising does not ruffle your feathers. In fact, you prefer a day that’s akin to juggling – it’s more fun that way!

About Us

Squaredot make B2B brands famous. With years of combined agency and client side B2B experience, we spotted a gap in the Irish market for a specialist B2B marketing agency. Our clients now include some of Ireland’s most ambitious tech companies who seek international revenues and fame. 

From beautiful designs and all the content, tools and tactics of lead generation, to the longer term campaigns that attribute recognition, meaning and emotion to your brand - we help you tell your brand story. 

Our services include research, strategy, planning, persona development, content creation, website design and development, branding, creative, advertising, design and promotion.

The Role 

We are looking for an Executive Assistant to support our Managing Director and Senior Management Team, manage the office and perform a variety of administrative tasks.

The Executive Assistant’s responsibilities will include but not be limited to, office management, business development support, managing recruitment administration, managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalised and timely support to our managing director and executive members.  

Responsibilities

  • Act as the point of contact among executives, employees, clients and other external partners

  • Maintain managing directors’ calendar for appointments, calls and meetings

  • Manage information flow in a timely and accurate manner

  • Coordinate and oversee document production and minor projects, as requested

  • Coordinate in house meetings and off sites, including room set up, catering etc

  • Research and compile materials needed for important meetings, calls and projects

  • Conduct internet research as needed

  • Conduct some financial administration, like sending invoices and making payments

  • Support Managing Director in business development activities, like database management, managing the sales inbox including lead follow up and scheduling sales meetings

  • Support the business in all recruitment administration, including job posting, managing candidate applications and setting up interviews

  • Make travel and accommodation arrangements

  • Track daily expenses and prepare weekly, monthly or quarterly report

  • Act as office manager by keeping up with office supply inventory, kitchen and general office purchases and manage cleaning company.

  • Format information for internal and external communication – memos, emails, presentations, reports

  • Screen and direct phone calls and distribute correspondence

  • Organise and maintain the company folder system

Requirements

  • Work experience as an Executive Assistant, Personal Assistant or similar role

  • Excellent Google Office Suite or MS Office knowledge

  • Outstanding organizational and time management skills

  • Familiarity with business software and applications

  • Excellent verbal and written communications skills

  • Discretion and confidentiality

  • Live the Squaredot values of Growth Oriented, Insane Honesty, Creativity, Excellence and Teamwork

If you are interested in this job, and feel you would be a great fit, please send an email to ian@squaredot.eu with your CV and cover letter.