Executive Assistant to Managing Director

The Role:

Reporting directly to the site Managing Director, the Executive Assistant plays a vital role in supporting our MD, Finance Director and the Senior Management Team by managing a wide range of administrative and organisational tasks that ensure the smooth functioning of the MD’s office. This role involves managing calendars, coordinating meetings and travel arrangements, handling confidential correspondence, and preparing reports and presentations. You will act as the primary point of contact between the MD and internal or external stakeholders, requiring strong communication skills and discretion. You will assist in managing projects, tracking deadlines, and ensuring closing out of actions. You will be proficient in anticipating needs, solving problems proactively, and handling multiple responsibilities. You will provide ad hoc administrative support to Human Resources and Talent Acquisition and play a key role in event management.

Areas of responsibility:

• Board and Senior Management support
• Schedule and prepare all materials for Management Board meetings in conjunction with company secretary
• Prepare and issue management meeting minutes.
• Manage & organize weekly senior management meetings, including agenda, additional invitees, presentation material, timing and issuing of minutes
• Filing of contracts and other company documents signed by the MD and FD
• Work closely with internal legal and external solicitors to ensure all local legal obligations are managed.
• Build and maintain relationships with global EA’s / PA’s
• Manage incoming and outgoing correspondence (letters inc. franking), memos, general post, reports, minutes and telephone calls as required)
• Calendar management for MD and Finance Director requiring interaction with both internal and external executives and email management when necessary.
  
  
• Collate all documents requiring MD or FD approval, ensuring compliance and record keeping standards are met

• Travel management / booking for senior staff.

• Expense management for MD / FD.

• Event Management
• Organising VIP customer and Siemens executive visits as required, including travel, security, bookings, catering.
• Organising company all-employee events
• Manage Christmas party among site celebration events
  
  
• Site Communications
• Support site communications including arranging / setting up the All employee briefs, any site-wide email communications, etc.
• Prepare employee newsletters and presentation materials
• Liaise with Siemens Healthineers Marketing/PR teams on customer and business topics of interest to the Swords operation. Prepare and issue routine updates to keep employees informed
• Ensure site profile is properly reflected and, where appropriate, promoted across a range of media including social media to relevant stakeholders
• Work closely with the Culture and Wellbeing team on site to support organisation of activities.
• Department Administration
• Printing and Coding of PKI cards (Security badges) for the site.
• Designated SRM shopper for Management and Finance Teams
• Maintenance of distribution lists and databases e.g. key contacts in Siemens Healthineers countries and updating internal email listings by dept.
  
  
• Maintaining filing systems, photocopying and general office duties.
  
  
• Organising employee awards, gifts and corporate gifts
• Ensuring adequate stationary stock levels are maintained

• Support CAPEX projects such as office design & layouts

• Work closely with Human Resources and Talent Acquisitions teams to support recruitment including processing eboarding/managing headcount requisition approvals and management of advertising roles throughout the site and on Avature.

Qualifications and Experience for this role:

• Minimum 5 years’ experience supporting at executive level.

• Secretarial, Business or PR / Marketing post Leaving Cert qualification

• High proficiency in MS PowerPoint and Outlook. Proficient in other MS 365 tools incl. Teams, Excel and Word. Proficient in Concur (expense management tool) or equivalent.

• Knowledge of digital and social media marketing
  
  
• PR skills: able to maintain a confidential and diplomatic approach