Executive Assistant

EXECUTIVE ASSISTANT 

Position Summary 

The Executive Assistant (EA) will provide proactive remote support to multiple busy Executives in Ireland, managing both professional and personal schedules. This role requires strong initiative in structuring daily, weekly, and monthly plans, ensuring calendars are fully aligned, and keeping tasks and projects moving forward. Communication is primarily via WhatsApp (text and voice notes), with Google Workspace serving as the central tool. The EA will handle planning, calendar management, inbox monitoring, personal admin, and general research, adapting quickly to shifting priorities.  

Roles & Responsibilities 

• Provide proactive remote support to multiple busy Executives, managing both professional and personal schedules 

• Communicate via WhatsApp (text and voice notes), action tasks promptly, and confirm updates in writing 

• Use Google Workspace as the central tool; maintain synced calendars across work, personal, and pharmacy rota 

• Prepare daily, weekly, and monthly plans to ensure priorities are clear and upcoming commitments are visible in advance 

• Manage calendar bookings, appointments, and meetings; anticipate conflicts and prevent scheduling issues 

• Track tasks and projects, follow up on progress, and ensure deadlines are met 

• Monitor email inbox, flag urgent items, and draft responses when needed 

• Handle personal admin, appointments, and ad hoc tasks alongside business responsibilities 

• Support with general admin and research, including bookings and short briefs 

• Adapt to the rhythm of pharmacy rota days (lighter workload) and maximize productivity on off days and admin days 

• Grow into expanded responsibilities over time, with potential to support additional business operations 

Qualifications 

• Bachelor's degree in any field 

• At least 1 year of experience as Executive Assistant, or in a similar administrative support role 

• Familiarity with Google Workspace (i.e., Gmail, Google Calendar, Google Docs/Sheets/Slides) for scheduling and coordination, and comfortable with WhatsApp for text and voice note communication 

• Tech‑savvy and adaptable, open to learning new tools and processes, including AI 

• Reliable, proactive, and self‑driven; able to take ownership of tasks without waiting for direction 

• Strong initiative in following up, chasing progress, keeping workflows moving, and ensuring the Executive stays on track with schedules and priorities 

• Trustworthy and discreet, able to handle sensitive information with confidentiality 

• Clear and proactive communicator, able to anticipate needs, clarify priorities, and confirm actions across work and personal commitments 

• Detail‑oriented and organized, capable of balancing multiple projects while keeping deadlines visible and manageable 

• Availability to work during Irish business hours, Monday to Friday