Senior Executive Assistant (Remote)

About Global Heart Hub:

Global Heart Hub (GHH) is the first international non-profit organisation established to provide a voice for those living with, or affected by, cardiovascular disease. We are an alliance of 120+ heart patient organisations, aiming to create a unified global voice for those living with or affected by heart disease.

Established in 2019 and headquartered in Ireland, our aim is to unite patient groups and advocates from across the world under the umbrella of GHH. Our combined mission is to raise awareness of heart disease and the challenges it presents in everyday life. GHH is a platform for heart patient organisations to share their views, learn from each other’s best practice, unite on common advocacy goals, and share resources. We aim to increase awareness and understanding of the many heart conditions that exist, contribute to improving patient outcomes, enhancing quality of life, and optimising longevity and healthy ageing.

About this role:

GHH is seeking a highly organised and experienced Senior Executive Assistant to provide comprehensive support to the Executive Director of GHH. The successful candidate will play a pivotal role in ensuring the smooth functioning of the executive office by managing the director’s diary, coordinating meetings and projects, fostering and maintaining relationships with key stakeholders and providing executive administrative support across the wider GHH team. Experience in event/project management would be an advantage.

This position will report to GHH’s Executive Director. This is a full time, remote position, but on-site work will be required from time-to-time at our office in Galway, Ireland.

Responsibilities:

• Manage the Executive Director’s diary, including scheduling appointments, coordinating travel arrangements, and organising meetings.

• Provide administrative support to the Executive Director, including drafting correspondence, preparing reports and conducting research as needed.

• Assist in the planning and execution of meetings, conferences, and other events, ensuring all logistical arrangements are handled efficiently.

• Coordinate and track projects assigned to the Executive Director, ensuring deadlines are met and objectives are achieved.

• Act as a liaison between the Executive Director and internal/external stakeholders, maintaining positive relationships and facilitating communication.

• Handle sensitive and confidential information with discretion and professionalism.

• Prepare and distribute agendas, presentations and meeting materials as required.

• Assist in budget management and expense tracking.

• Perform other duties as assigned to support the effective functioning of the executive office.

Requirements:

• Third level qualification in Business Administration or a related relevant field.
• Proven experience (5+ years) as an executive assistant or similar role, preferably supporting C-suite executives.
• Exceptional organisational and time-management skills, with the ability to prioritise tasks and multitask effectively in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Discretion and confidentiality in handling sensitive information.
• Ability to work independently with minimal supervision and equally as part of a team.
• Flexibility to adapt to changing priorities and work schedules as needed.
• Commitment to the mission and values of Global Heart Hub.
• Other duties as required.

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