Personal Assistant

September 9, 2024

FoodVillage.ie

Longford

FULL TIME

Reports to: CEO of Food Village
Job Title: Personal Assistant
Job Summary:
The Personal Assistant (PA) is responsible for providing comprehensive administrative support to the executive or manager, ensuring smooth daily operations and managing various tasks efficiently. The ideal candidate is highly organized, detail-oriented, proactive, and possesses excellent communication skills. The PA will handle a range of duties including scheduling, correspondence, and personal tasks as required, all while maintaining confidentiality and professionalism.
Key Responsibilities:
Executive Support:

Act as the primary point of contact between the executive and internal/external stakeholders.
Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
Handle all correspondence (emails, phone calls, letters), ensuring prompt and appropriate responses.
Assist in preparing reports, presentations, and other necessary documents for meetings.
Ensure the executive is briefed on their schedule and any upcoming commitments.

Visitor Management:

Greet and welcome visitors in a professional and friendly manner.
Ensure visitors are directed to the appropriate individual promptly, creating a positive first impression.

Call and Email Handling:

Answer, screen, and manage incoming calls, directing them as needed.
Manage the executive’s inbox, filtering important communications and drafting responses when necessary.

Document and Information Management:

Maintain accurate records of all relevant information, files, and communications.
Prepare, review, and manage important documents, ensuring accuracy and timeliness.
Assist with personal tasks as needed, such as household management or event planning.

Order and Inventory Management:

Assist with ordering supplies, managing expenses, and tracking office inventory.
Handle personal orders and purchases on behalf of the executive as required.

Meeting Coordination:

Organize and schedule internal and external meetings, ensuring all logistical arrangements are in place.
Prepare meeting agendas, materials, and minutes as required.

Travel and Event Coordination:

Arrange domestic and international travel plans, including flights, accommodation, and ground transportation.
Coordinate both personal and business-related events, ensuring smooth execution.

Data and Time Management:

Maintain accurate records of time, attendance, and any relevant tracking systems.
Update and manage databases and other systems to ensure accurate and timely information.

Research and Reporting:

Conduct research on various topics as requested, compiling relevant information in a clear and concise format.
Assist with gathering data for reports and presentations.

General Administrative Support:

Provide day-to-day administrative support as required, demonstrating flexibility and willingness to take on various tasks.
Maintain a high level of discretion and confidentiality at all times.

Qualifications and Skills:

Minimum of 2-3 years of experience as a Personal Assistant or in a similar administrative role.
Exceptional organizational and multitasking abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Excellent verbal and written communication skills.
Ability to handle sensitive information with discretion.
Proactive and able to anticipate the needs of the executive.
Strong interpersonal skills and a customer-service oriented approach.
Ability to work both independently and as part of a team.

Working Conditions:
This role is based in an office environment and may require occasional flexibility in working hours.
Application Process:
Interested candidates should submit their resume and a cover letter outlining their qualifications and experience to leigh@foodvillage.ie
Equal Opportunity Employer:
Food Village is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Job Type: Full-time
Pay: From €15.50 per hour
Expected hours: 25 per week
Benefits: