Executive Assistant (Maternity Cover Contract)

Executive AssistantRanked as one of Ireland’s best workplaces, by ‘Great Place to Work’, Harvey Norman, is a high-profile, leading-edge retail brand with over 289 stores worldwide selling furniture, bedding, electrical and computer goods. With 18 stores in Ireland, we are growing, and have plenty of opportunities for talented people. If you think you have what it takes to thrive in a dynamic retail environment, we want to hear from you. ABOUT THE JOB:Harvey Norman is looking for an Executive Assistant for the CEO & CFO to work in our head office based in Swords, Co. Dublin. This is an excellent opportunity to work in a fast moving and dynamic retail company.The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks. The person must be well-organised and enjoy the challenges of supporting a staff of diverse people and programmes. The ability to interact with staff (at all levels), customers and suppliers in a fast-paced environment, sometimes under pressure, is essential. Must be flexible, resourceful, and efficient. A high level of professionalism and confidentiality/discretion is crucial for this role. Excellent written and verbal communication skills and attention to detail are equally important. With some requirement for project management the person must be able to work independently with little or no supervision.THE ROLE - Your tasks will include:Provide confidential complex calendar management for both the CEO & the CFO, proactively identifying any potential challenges or conflicts. End to end ownership of key functional monthly meetings including scheduling, creating agendas, minute taking and follow up of open actions.Research & prepare comprehensive travel itineraries for the CEO/CFO & Leadership Team optimising time, budget, and efficiency.Arrange internal and external meetings & events within specified budget to include booking of venue, facilities, equipment, catering, invitations & running order for the CEO/CFO & LT.Project management as needed under the direction of the CEO\CFO – taking projects from inception through to completion, ensuring on time delivery.Act as office manager providing guidance to & overseeing the receptionist and any events or activities in the office building. Produce documents and reports, excel spreadsheets, power point presentations, letters as required.Collate, maintain and store accurate & up to date computerised and manual records/information as needed, making sure they are accurate and up to date at all times.Draft documents which may be of a highly confidential and sensitive nature.Prepare documents/manuals for printing, proof reading and distribute printed materials.Managing hotel accommodation - liaising with hotels to secure corporate room rates, administering SLA’s for same and updating hotel booking page on intranet.Attending to queries on corporate hotel booking, assisting with bookings as required.Reviewing departmental expenses, ensuring accuracy, compliance with company policies, and timely submission. Assisting other departments with a variety of administrative and operational duties as needed, ensuring smooth collaboration and helping to maintain overall efficiency across the business.Managing the Head Office car fleet, ensuring all vehicle documentation is up to date, and coordinating NCTs, repairs, and servicing as required. This list is not exhaustive and other duties may be assigned as required to meet the business needs. YOUR PROFILE - Your knowledge, skills and experience will include but not limited to:Experience and Qualifications:Minimum 3 + years’ experience providing confidential executive administrative support to senior level stakeholders including complex calendar & travel management.Demonstrable ability to use high level functionality of MS Office based IT systems, including TEAMs & Sharepoint to manage and manipulate complex data.Experience in end-to-end ownership of Key Monthly Meetings- scheduling, agenda creation, taking minutes & following up on actions.Experience planning, managing, and executing events and meetings.Comfortable dealing with all levels of senior management.Project management experience desirable but not essential.Excellent Organisational Skills – You can prioritise and organise your own work, complete all necessary tasks and fulfil all commitments on time and with acute attention to detail. Ability to juggle multiple tasks in a fast-paced, and time sensitive environment.Effective Communicator / Good Listener – Superior verbal and written communication skills. Ensures there is an effective flow of information in terms of awareness and understanding. Calm and professional in stressful or conflict-oriented situations.Hardworking, Conscientious and Self Motivated – Ability to focus efforts and energy on successfully achieving standards of excellence in delivery of goals and objectives. Must possess a “can do” attitude for all situations.Customer Service – Willing and able to deliver high quality services, which meets the needs and exceeds the expectations of all customers (internal & external). Able to build empathy and rapport with customers. Continuous Development – Have a passion for learning new things, continuous improvement and sharing best practices. Team & Collaborative Working - Able to work co-operatively within a group and across Harvey Norman to achieve Harvey Norman goals in a respectful manner. Understands and is tolerant of differing needs and viewpoints. Fosters a collaborative team-working environment. Actively helps and supports others to achieve team goals. Contributes positively to the achievement of team objectives.All applications will be treated in strictest confidence. Agency assistance is not required for this role. Additional Information: This is a temporary role to cover a period of maternity leave.