Job Description

An Executive Assistant at our company acts as a trusted business partner who anticipates needs, manages complex cross-border logistics, and supports business objectives for a highly distributed organization. If you are a skilled prioritizer who thrives in a fast-paced, global environment, we want to hear from you.

Location: In-Office- Dublin, Ireland (Hybrid policy applies: minimum 3 days per week in our Dublin office, with flexibility for occasional remote work).
Employment Type: Full-time

What you’ll do

• Strategic Calendar & Time Management: Manage complex, high-volume calendars across multiple conflicting time zones (GMT, CET, EST). Prioritize critical meetings, resolve conflicts independently, and safeguard leaders' time for strategic priorities.

• Operational Support & Coordination – Act as the primary coordination hub for executives, managing scheduling requests, meeting preparation, shared documentation, and cross-regional alignment with other assistants.

• Global Travel & Expense Management: End-to-end planning of complex international multi-leg travel itineraries (particularly between Ireland, Poland, and North America), ensuring alignment with local compliance, tax, and visa requirements. Manage and reconcile expenses efficiently.

• Onsite Meetings, Events, and Team Offsites – Plan and run onsite meetings, workshops, and offsites end-to-end, including logistics and visitor management, to support PDO priorities and create seamless in-person experiences.

• Confidentiality & Discretion: Act as a gatekeeper for highly sensitive, confidential business information, exercising impeccable judgment at all times.

• Admin Community Leadership: Partner with and mentor junior administrative staff, contributing to the global EA community within the company to share best practices and ensure cross-coverage.

What you’ll bring

• Experience: 5+ years of administrative support or executive assistant experience, with a proven track record of supporting senior management (VP/Director level) within a fast-growing global tech or multinational environment.

• Global Matrix Competency: Strong experience supporting distributed or remote teams across European and North American time zones. You understand how to bridge cultural and logistical gaps.

• Project Management Skills: Ability to manage multiple activities simultaneously, handle ambiguity with grace, and pivot seamlessly under pressure.

• Communication Mastery: Exceptional verbal and written communication skills in English; ability to interface confidently with executives and cross-functional partners worldwide.

• Tech-Savviness: Advanced proficiency with Google Workspace (Gmail, Calendar, Docs/Sheets/Slides), Slack, Zoom, and modern project management tools (e.g., Asana, Jira, Mondaydotcom). You leverage technology to automate and streamline work.

• Problem-Solving Mindset: A highly autonomous ownership mindset. You don’t just flag issues; you come to the table with potential solutions.
   

Nice to have

• Experience supporting Engineering, Product, or highly technical global operations teams.

• Familiarity with Polish business culture or basic language skills (though English is our primary business language).

• Prior experience navigating complex corporate travel and expense policies across EMEA and AMER.
   

Work hours and travel

• Hours: Core hours are aligned with the Dublin business day, but this role requires deliberate flexibility to accommodate early/late touchpoints with Poland (CET) and the US/Toronto (EST).

• Travel: Occasional international travel (approximately 10-15%) to Poland or North America for key leadership summits or team events.
   

Success looks like

• Operational Synergy: Leaders' priorities are seamlessly executed with zero friction, and global team alignment feels effortless despite time zone barriers.

• Flawless Execution: High-stakes meetings and multi-regional events are executed on budget, on time, and yield clear, actionable follow-ups.

• Proactive Influence: You are recognized as an indispensable business partner who optimizes operations, structures chaotic environments, and builds a cohesive culture across Dublin, Poland, and the US.