Executive Assistant

CREGG is currently seeking a dedicated and professional Executive Assistant to join our client who are a leading company specialising in manufacturing and distribution of cosmetic and healthcare products based at their offices in Co. Galway.

Location: Co. Galway – hybrid option after 6 months probationary period – this role would be best suited to someone who is based in the Galway, Roscommon, Athlone or Clare region and within commutable distance to our clients’ offices.
Duration: Full-time Permanent
Hours: 9.00am to 17:30pm Monday to Thursday, 9.00am to 15.00pm Friday

The Role:
This role provides high-impact executive and operational support to the VP of Global Marketing in a fast paced, global environment. The successful candidate will act as a central coordinator, ensuring clear communication, strong execution, and consistent follow-through across the organisation. This role goes beyond administrative support, it requires someone who can manage priorities, and operate with a high level of ownership and discretion.

Key Responsibilities include:
Meeting & Execution Management (Core Priority)

• Attend meetings and capture clear, structured minutes
• Define and distribute actions, owners, and deadlines
• Track all actions and proactively follow up to completion
• Support teams by acting as a dedicated meeting coordinator/minute taker

Task Coordination & Delegation

• Relay tasks and requests on behalf of the VP across teams
• Ensure clarity on ownership, timelines, and expectations
• Act as a central coordination point across marketing functions
• Drive momentum across multiple concurrent projects

Calendar & Time Management

• Manage the VP’s calendar
• Prioritise meetings based on strategic importance
• Protect time for high-value work and reduce unnecessary meetings

Travel & Logistics

• Coordinate all travel arrangements (flights, accommodation, itineraries). Note we use a dedicated travel agency for support
• Ensure seamless execution with contingency planning

Budget Tracking & Operational Support

• Track budgets across key projects and activities
• Maintain visibility on spend vs plan
• Support with basic financial coordination and reporting
• Assist with vendor coordination where required

Communications & Updates

• Draft communications on behalf of the VP (emails, updates, summaries)
• Send structured updates to teams and stakeholders
• Ensure consistent and clear communication across regions

Skills & Experience Required:

• You will have 3-5+ years previous experience in an Executive Assistant / Personal Assistant, ideally supporting senior executives.
• Strong organizational and communication skills.
• High attention to detail.
• Ability to manage multiple priorities.
• Good financial acumen.
• Proficient in Microsoft Office suite and modern administrative tools.
• Strong Interpersonal skills and ability to work with various personalities and cultures required.
• Excellent written, verbal, and communication skills and ability to work cross-functionally in a team environment is required.
• Proven ability to handle multiple priorities with calm efficiency and deal effectively with queries from diverse stakeholders.
• A high level of discretion and confidentiality in handling sensitive information.

Offer:

• Attractive salary
• An extensive Benefits Package including pension, health insurance, bonus, EAP, further education support, free carparking, option to apply for Hybrid Working after 6 months probationary period etc.
• A varied and stimulating role with genuine scope for professional growth.
• The opportunity to work closely with senior leadership in a trusted, valued position.
• A supportive environment where flexibility, initiative, and confidentiality are truly respected.

INDPERM