Executive Assistant to Business Director Job at Vodafone (Dublin)

Job Description

The Executive Assistant provides high level, proactive support to the Business Unit Director(s), enabling them to deliver effectively across their full portfolio of responsibilities. This includes coordination with the Senior Leadership Team, wider organisation, Group functions, and external partners. The role ensures that all administrative, organisational, and operational needs are met, allowing the Director(s) and their teams to work efficiently, professionally, and in line with Vodafone’s operating standards. The Executive Assistant acts as a trusted partner—organised, resourceful, and solutions focused—supporting the Business Unit through exceptional planning, communication, and stakeholder management.

Job Responsibility

Work closely with the Business Unit Director(s), Direct Reports, and wider team to prioritise time and focus on key business issues and objectives
Provide comprehensive administrativ and logistical support, ensuring the Director(s) can operate effectively in a fast moving environment
Build a strong internal and external network to stay informed on key issues and anticipate priorities
Manage complex diaries, appointments, and governance of calendars with accuracy and foresight
Coordinate and book travel, accommodation, and related logistics in a timely manner
Handle phone, email, and social media communications professionally, ensuring clear, timely responses
Liaise confidently with clients, suppliers, partners, and colleagues across Vodafone Ireland and the wider Vodafone Group
Lead all logistical activities for Group visitors, including coordination with Security, Logistics, Catering, and Technology teams
Manage Director(s) expenses, purchasing card reconciliations, and budget tracking for engagement events, reward and recognition, and related activities
Maintain minutes for Director Management Meetings and produce accurate reports
Coordinate team engagement activities, including budget approvals and planning
Organise team off sites end to end, including venue selection, agenda creation, activities, and presentations
Oversee the full management of team meetings, including agenda preparation and document collation
Provide cover for other Executive Assistants during leave periods
Operate independently with strong initiative, adapting to changing priorities and ambiguous situations
Maintain the highest levels of confidentiality and discretion
Be available for urgent matters outside office hours, particularly when the Director is travelling
Demonstrate a willingness to learn, grow, and adopt new tools—including creative, media, and AI enabled solutions—to enhance productivity and communication

Requirements

Minimum of 5 years’ experience in a similar Executive Assistant role, ideally within a multinational organisation
Excellent communication and interpersonal skills, with the ability to work effectively in a multicultural environment
Strong organisational capability and the ability to manage multiple tasks simultaneously
Confident, professional, and assertive manner with strong relationship building skills
Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel, Access)
Strong analytical skills with the ability to prioritise effectively
Relevant administrative or business support qualifications
High standard of professionalism, organisation, and efficiency in all responsibilities
Effective diary management with minimal conflicts and strong stakeholder relationships
Accurate management of purchasing card and reward budgets within agreed limits
Smooth execution of team events, meetings, and visitor logistics

What we offer

Flexible working (times and location) is part of our culture where your hours can facilitate your personal work-life balance
Generous Employer Pension contribution
Free Phone Bill – When you join the team, your phone bill is on us! You will also receive mobile phone purchasing discounts
Learning and Development – We provide extensive training to all of our employees so they can progress in their careers! There is also the Vodafone University where our employees can gain incredible skills!
Exclusive Family and Friends Discounts – Receive additional discounts for you, your Family and Friends on Vodafone Products!
23 days annual leave and 3 charity days off – PLUS a dedicated day off for your birthday
Access to our Wellness centre including free access to our Gym, health and wellness centre and external practitioners

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Executive Assistant to Business Director

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