Executive Assistant & Business Projects Coordinator

Your mission

Department: Business Support / Executive Office

Location: FMI Head Office, Dublin

Reporting to: Designated Senior Leadership Team Member

Working Pattern: Full-time, Monday to Friday | Office-based

Role Purpose

To provide proactive, high-level executive and business coordination support to FMI's Senior Leadership Team, ensuring the effective management of executive priorities, business activities, projects and key organisational events.

The role will act as a central point of coordination for senior management, supporting the planning and delivery of conferences, corporate events, tender processes and cross-functional business initiatives.

The position requires a high degree of organisation, independence, professional judgement and the ability to manage competing priorities while ensuring actions, timelines and deliverables are progressed effectively.

Key Responsibilities

1. Executive and Senior Leadership Support

• Provide proactive and confidential administrative and organisational support to the Senior Leadership Team.

• Coordinate executive diaries, meetings, appointments and travel, anticipating scheduling conflicts and changing business priorities.

• Prepare professional presentations, meeting packs, reports, briefing documents and correspondence.

• Organise leadership and management meetings, including agendas, supporting materials and follow-up actions.

• Maintain action trackers, monitor deadlines and follow up with relevant stakeholders to ensure agreed commitments are progressed.

• Act as a professional point of contact between senior management, internal departments, clients and external stakeholders.

• Exercise discretion and independent judgement when prioritising requests and handling confidential business information.

2. Business Projects and Coordination

• Support the planning and coordination of business projects and initiatives assigned by senior management.

• Establish and maintain project timelines, action logs and progress trackers.

• Coordinate activities across departments, ensuring responsibilities, deadlines and deliverables are clearly communicated.

• Follow up on outstanding actions, identify delays and escalate issues where necessary.

• Prepare project updates, meeting summaries and supporting documentation.

• Assist with process improvements and the introduction of more efficient administrative and business practices.

3. Tender and Proposal Support

• Provide administrative and coordination support throughout FMI's tender and proposal processes.

• Liaise with relevant departments to gather information, supporting documentation and required inputs.

• Assist with compiling, formatting and reviewing tender documents and presentations.

• Track submission deadlines, outstanding information and approval requirements.

• Maintain organised records of tender documentation, submissions and relevant correspondence.

• Support the timely completion and submission of tender documentation under the direction of the relevant business lead.

Responsibility for tender strategy, commercial content, pricing and final submission approval will remain with the relevant business owners.

4. Conferences, Corporate Events and Business Meetings

• Coordinate the planning and delivery of corporate conferences, leadership meetings, client events and other business initiatives.

• Liaise with venues, suppliers and internal stakeholders regarding requirements, bookings and arrangements.

• Coordinate event schedules, travel, accommodation, catering, delegate information and associated logistics.

• Maintain event planning timelines, budgets and action trackers within agreed parameters.

• Ensure key activities are completed in advance of events and resolve or escalate logistical issues.

• Provide on-site coordination and support at events where required.

• Assist with post-event reviews and recommendations for future improvements.

5. Facilities, Contractor Management and Reception

• Liaise with the serviced reception team in the new building to coordinate meeting room space, visitor arrangements and general office requirements.

• Act as the primary point of contact for all facilities-related matters across FMI premises, ensuring maintenance issues, service requests and facilities requirements are managed effectively.

• Coordinate and oversee external contractors and service providers, including cleaning, maintenance, repairs and other facilities-related services.

• Manage contractor schedules, planned maintenance and service visits, ensuring works are completed to the required standard and within agreed timelines.

• Liaise closely with the Procurement team regarding contractor requirements, supplier arrangements, service agreements and purchasing processes.

• Monitor contractor performance, follow up on outstanding works and escalate service delivery, health and safety or compliance concerns where necessary.

• Maintain accurate records of contractor activities, maintenance schedules, service agreements and associated expenditure.

• Work with building management, Procurement and internal stakeholders to ensure FMI's facilities are maintained efficiently and to the required standard.

• Identify opportunities to improve facilities processes, contractor performance and overall service efficiency.

Your profile

Skills, Qualifications and Experience

Essential

• Demonstrable experience providing proactive support to senior management or coordinating business activities and cross-functional projects in an Executive Assistant, Personal Assistant, senior business administration or business coordination capacity.

• Proven ability to independently manage competing priorities, coordinate multiple workstreams and ensure deadlines and deliverables are progressed effectively.

• Experience coordinating activities involving senior stakeholders and multiple departments, including tracking actions, following up on commitments and escalating issues where necessary.

• Strong organisational and planning capabilities, with the ability to anticipate requirements and work proactively with minimal supervision.

• Excellent written and verbal communication skills, including experience preparing professional reports, presentations, briefing materials and business correspondence.

• Strong proficiency in Microsoft 365, particularly Outlook, PowerPoint, Word and Excel.

• Excellent attention to detail, professional judgement and discretion when handling confidential or commercially sensitive information.

• A proactive, solutions-focused approach, with the confidence to engage effectively with stakeholders at all levels.

Desirable

• A relevant qualification in business administration, management, executive support or project coordination.

• Previous experience supporting the coordination of business projects, conferences, corporate events or cross-functional initiatives.

• Experience supporting tender submissions, commercial proposals or client presentations.

• Previous experience working directly with senior leadership teams in a fast-paced commercial environment.

Level of Responsibility

This is a proactive executive and business coordination position requiring independent organisation, prioritisation and follow-through.

The successful candidate will be expected to take ownership of assigned coordination activities, anticipate requirements, manage competing deadlines and ensure that agreed actions are delivered effectively.

While working under the direction of senior management, the role requires a greater level of autonomy, business understanding and project coordination capability than a general office administration position.

Measures of Success

Success in this role will be demonstrated through:

• Effective and proactive support to senior management.

• Timely completion of executive actions and business deliverables.

• Successful coordination of conferences, events and assigned projects.

• Accurate, organised and timely support for tender submissions.

• Strong communication and collaboration across departments.

• Improved efficiency in executive administration and business coordination.

INDHP