Administrative Assistant jobs in Dublin, County Dublin

The Executive Assistant is an integral support member to the Tech Ops Leadership Team (TOLT), primarily accountable for administrative and operational support to the SVP, Head of Tech Ops, Head of Business Strategy and Operations (BSO) and the Chief of Staff and contributes to the effective execution of broader TOLT priorities. Exercising exceptional judgment and discretion, the EA oversees complex calendar management, travel planning, in person and virtual meeting preparation, and day-to-day information flow and coordination while partnering to anticipate leader needs, coordinate priorities, and ensure seamless execution. This role reports to the SVP, Head of Tech Ops.

Essential Functions

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  Strategic Calendaring for Head of TO: Manage the schedule efficiently and strategically, applying critical thinking to protect time for shifting priorities and meeting preparation. Schedule TOLT meetings (weekly and quarterly). Ensure coordination of other Governance forums across TO that involve TOLT members. Provide calendar management for Head of BSO.
• Meeting Readiness: Anticipate and coordinate all aspects of meeting preparation, including clarifying objectives for adhoc meeting requests, protecting meeting preparation time, confirming logistics, and partnering with the Chief of Staff to secure pre-reads and briefing materials for all TOLT meetings. The EA will also play a key support role in planning activities around Quarterly Board meetings in the Dublin office as required by office of CEO.
• Coordination: Coordinate with designated contacts to ensure relevant business travel and commitments are reflected across the Head of TO calendar and, on occasion, assist with scheduling adjustments necessitated by changing business priorities.
• Global Travel Planning: Prepare detailed itineraries and coordinate all aspects of domestic and international travel, including airfare, hotels, car services.
• Expense Management: Prepare and submit expense reports for the Head of TO, Head of BSO and Chief of Staff within the 30-day period required by policy. Follow up with the TOLT’s direct reports regarding aging, unsubmitted transactions.
• Procurement Management: Manage the end-to-end process for relevant purchase requisitions, purchase orders, statements of work, check requests, and invoice submission and approval for the Office of the CEO.
• TO programs where time allows in conjunction with CoS – support and/or lead continuous improvement programs, engagement activities and other TOLT projects aligned with the skills and development plan of the EA.
• Digital & AI – become proficient in Jazz/TO Digital & AI tools and leverage to improve workflows and reduce admin burden of EA and TOLT.
• Organizational Maintenance: Maintain organizational charts, email distribution lists, and other team resources for the TOLT.
• Collaboration: Partner closely with the Chief of Staff, as well as administrative and Global Workplace professionals to provide consistent support for TOLT meetings, Quarterly Dublin Board week planning and other priorities.
• Team Management: Maintain and actively use team organization and workflow tools, including OneNote and Microsoft To Do.
• Travel Expectations: Travel to up to 4 meetings per year, potentially including international travel, to support the TOLT.
• Team Support: Provide backup support to other members of the TOLT, as needed – particularly related to logistics for large in person meetings in the Dublin office .

Qualities for Success:

• Accountability: Takes ownership of commitments and outcomes, follows through reliably, and promptly addresses or escalates issues.
• Attention to Detail: Maintains exceptional accuracy and organization, ensuring that details, materials, and logistics are complete and reliable.
• Critical Thinking: Evaluates requests, circumstances, and trade-offs thoughtfully; makes sound decisions independently and recognizes when guidance or escalation is needed.
• Responsiveness: Operates with urgency in a fast-paced environment and responds quickly and thoughtfully to prioritize, act on, or escalate time-sensitive matters.
• Creativity: Develops practical, creative approaches to challenges and improves how work is planned and executed, whether working independently or collaboratively.
• Proactivity and Autonomy: Anticipates needs, stays several steps ahead, and uses available networks and resources to act independently. Identifies more efficient and effective ways for TOLT to operate.
• Company Stewardship: Treats every individual with kindness, respect, and professionalism, regardless of role or level. Represents the TOLT with humility and consistent alignment to Jazz values, using the access and influence associated with the role responsibly.
• Discretion: Maintains confidentiality and exercises discretion in all interactions, communications, and decisions.
• Growth Mindset: Seeks feedback, embraces new approaches, and continuously learns and develops to increase effectiveness in the role.
• Confidence to Constructively Challenge: Raises concerns and constructively challenges peers and senior leaders when needed to ensure the effectiveness of the office.
• Prioritization: Distinguishes the most important and time-sensitive matters, manages competing demands, and continually seeks to protect and create time for the Head of Tech Ops highest-value priorities.

Qualified candidates will have:

• Minimum of 10 years of professional experience in a senior-level administrative role supporting one or more senior executives.
• Ability to work in both a remote and office based environment (Dublin office) according to business requirements
• Ability to thrive in a fast-paced environment; experience in a biotechnology or pharmaceutical company is preferred.
• Experience working in an international organization.
• Ability to prioritize and manage multiple tasks, work effectively with little or no direction, and build collaborative relationships with leaders, partners, and peers.
• Self-starter who is resourceful, leverages networks, proactively seeks information, and solves problems effectively.
• Ability to work, collaborate, and communicate effectively in remote and hybrid environments.
• Effective written and oral communication skills.
• Strong interpersonal and facilitation skills
• Proven proficiency in Microsoft Outlook, Teams, Word, Excel, OneNote, PowerPoint, and Zoom
• Emerging proficiency in AI with a learning appetite to become expert in this area