Executive Assistant [Ireland]

 

Job Title: Executive Assistant

Reports to: Key Account Manager

ISS Division: Key Accounts (IFS)

Location: Dublin City Centre

Context:

ISS in Ireland provides high quality facility services designed to maintain the fabric and appearance of buildings, ISS provides facilities management; cleaning & hygiene services; maintenance and building services; landscaping and pest control; food and hospitality; in addition to a wide range of other tailor-made services for customers throughout the Public and Private Sectors. In ISS we create places that work, think and give. You will form a key part of this placemaking culture, driving the customer touchpoint journey, as an ambassador of exceptional workplace experience for both the customer and ISS.

Job Purpose:

Reporting to the Key Account Manager as the Executive Assistant you will be responsible for: the supervision of all ISS and Customer administrative activities, focussing on ISO compliance for all site activites and all ISS local and global requirements. To promote Health and Safety as second nature to all staff at all levels. Within the position of Executive Assistant, you will be part of the workplace experience team, curating a workplace environment that increases well-being, productivity and enhances company culture that our end users want to be a part of. Actively seeking opportunities to improve onsite service experience and deploy new initiatives in line with the ISS Global Strategy. Building effective relationships to ensure we create a placemaking ethos and exceed in all elements of the touchpoint journey.

JOB DIMENSIONS:

Health & Safety

• Must attend training as required; including but not limited to Fire Warden, First Aid etc.

• Promote positive Health & Safety Culture onsite and contribute to the ISS and Customer safety management systems

• For your role you are invited to participate in the Safety Hero programme.

• Supporting Hazard Tours, Toolbox Talks, the ISS Near Hit Systemensuring all incidents/accident are recorded.

• Work within the guidelines of the ISS Safety Rules - STOP unsafe work ensuring those around you follow these rules.

• We encourage you to work towards the ISS Drive to 100 goals!

#1 in the Industry, #0 Serious incidents and #0 Fatalities

• Read and understand all Risk Assessments and Method Statements for your respective activities.

• Ensure that you adhere to the guidelines of the Site Specific Safety Statement in place on your site.

· Adopt good Manual Handling practice at all times.

Administration

• Managing ever changing and complex calendars using Outlook Scheduler for a Team of Investment Professionals.

• This includes but is not limited to preparation of meeting materials.

• Management of incoming calls and respond to ad hoc requests in a timely manner.

• Undertake research and work on other special projects as assigned.

• Maintain contacts in a consistent format, proactively organising and maintaining a good information retrieval system.

• Set up international conference calls and meetings: To efficiently prepare all meetings and ensure the Managers are fully briefed for all meetings with the relevant correspondence/paperwork.

• Open up conference call bridges/VCs and ensure meeting rooms are prepared ahead of schedule.

• Complete coordination of travel bookings: flights, trains, visas and hotel accommodation.

• Ensuring that the traveller has all relevant information: Comprehensive travel/meeting itineraries, hotel and flight confirmations, taxi bookings, up-to-date travel information using the online booking tool or direct with the firms’ travel agent.

• To own the expense process as required. To include submitting expenses through the firm’s Concur system.

• General administration duties to include photocopying, filing, scanning, mailings, devising and maintaining office systems etc.

• Providing administration support to other Teams during absence.

• General administration duties as requested by the Key Account Manager or Senior Leadership Team.

Customer Relations

• Building strong customer relationships and delivering customer-centric solutions through the team to ensure maximum support.

• Interpret and understand the key financial indicators to make better business decisions.

• Show proactivity and take initiative where possible, share ideas and innovations.

• Build partnerships and work collaboratively with others to meet shared objectives.

• Gain the confidence and trust of others through honesty, integrity and authenticity.

• Use a combination of feedback and reflection to gain productive insight into personal strengths and development opportunities.

• Providing direction, delegating, and removing obstacles to meet all deadlines.

• Respond efficiently & effectively to customer complaints.

• Promote ISS Ireland.

Quality Standards

• Administration of ISO and quality systems ensure all team members are aware of expected standards of work and quality targets.

• Monitor and develop continuous improvement initiatives for Front of House operations.

Operational Requirements

• Assist Key Account Manager with operation support where required.

• Maintain and improve existing systems and collaborate with couterparts etc. including replication of all ISS communications.

• Provide adhoc support and cover for the functions performed by the team when required.

Person Specification

• Excellent attention to detail.

• Strong communication skills, both verbal and written.

• Ability to prioritise tasks and heavy workload.

• Proven ability to work effectively with Senior Executives in a professional manner.

• Highly organised with excellent time management skills; good follow up and coordination skills.

• Experience of working in a fast-paced environment.

• Ability to reconcile AMEX and FX differences.

• Advanced-level skills in Microsoft Outlook, Word and Excel, knowledge of Concur and CRM preferable but not essential.

• Health and Safety in the workplace understanding.

· Customer focused mindset creating exceptional service moments to meet and exceed agreed service levels

· Problem solving skills.

· You will be enthusiastic and self-motivated and have the ability to handle multiple tasks.

· Drive and adaptability to ensure that challenging targets are met.

Other Features of the Job

It may be necessary to work alternative hours, shift patterns or unsociable hours, including weekends/Bank Holidays and sometimes more than contracted hours. Local requirements will govern your patterns of work and travel to different locations may be required. It is a requirement of your role to cover other members of the Reception Team during periods of leave (sickness/annual etc.) as much notice will be provided as possible when cover is required.

Job Description Changes

This job description will be subject to review and the post holder will be consulted about any proposed changes. It is expected that the company’s Personal Development Plan will provide such an opportunity to discuss any amendments or indeed adaptations to your job description.

Job Type: Full-time

Salary: €42,000.00 per year

Benefits:

• Bike to work scheme
• Employee assistance program
• Flexitime

Schedule:

• Flexitime
• Monday to Friday

Application question(s):

• • Candidate must have excellent written and communications skills, experience managing c-suite diaries in multiple time zones, making travel arrangements and collating expenses
• • Supervisory experience of other administrators is a plus

Experience:

• Executive or Personal Assistant: 3 years (required)

Language:

• English (required)

Work authorisation:

• Ireland (required)

Work Location: In person

Reference ID: INDHP

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