Executive Assistant to the CEO

Vista previa de la oferta

Executive Assistant to the CEO

senior · Other

Role:                                         Executive Assistant to the CEO

Location:                              Dublin, Ireland

Reports To:                         CEO

Company Profile:

The Hannover Re Group (www.hannover-re.com) is one of the world’s leading reinsurers and Hannover Re (Ireland) DAC (“HRI”) is a wholly owned subsidiary.

With approximately 4,000 staff worldwide, HRI employs 64 professionals in its Dublin office.

At HRI we strive to attract high quality talent and creative thinkers to realise our vision - to be Somewhat Different.  HRI has a collaborative management philosophy and non-hierarchical environment which offers a unique and attractive working environment.  We focus on attracting rounded and exceptional talent with long-term potential.

We recognise that the skills and expertise of our people are core to the success of our Company. We take a long-term view on development, placing emphasis on challenging our people to realise their ambitions within a supportive, fast-paced team environment.  We have a strong track record of providing career progression opportunities, both locally and internationally.

We have active Sports & Social, Charity and Green Committees and we offer a flexible working environment.

The Role

The Executive Assistant (EA) will support the CEO and play a key role in supporting the wider business as required.  This position is central to the smooth day-to-day operations, acting as a trusted point of contact and proactively anticipating needs while confidently managing changing priorities with discretion, sound judgment and agility.  Responsibilities will include comprehensive support for the CEO, as well as administrative assistance to the Property & Casualty (P&C) and Compliance teams.  The role also involves coordinating and preparing for Board and Committee meetings, along with organising and supporting internal and external events.

You will join a collaborative and supportive working environment, partnering closely with the wider Corporate Support team to ensure seamless and efficient operations across the business.

This role offers an excellent opportunity to broaden your knowledge, develop new skills and gain exposure to a diverse range of engaging activities.  This is a dynamic and fast-paced role suited to a personable, proactive and highly motivated individual who thrives in a professional and evolving environment.

Duties & Responsibilities:

EA Duties

• Own and proactively manage the CEO’s diary, including prioritisation of stakeholders, forward planning of recurring engagements, and active resolution of scheduling conflicts in line with business priorities
• Coordinate day-to-day activities of the CEO staying one step ahead at all times
• Proactively monitor progress on key actions and follow-ups across stakeholders, holding contributors accountable to agreed timelines
• Coordinate internal & external meetings, ensuring coverage of a prioritised list of key stakeholders over time
• Act as a key point of contact for both internal and external stakeholders
• Manage expenses for the CEO
• Manage the inbox of the CEO on a daily basis and during times of absence
• Support wider Company initiatives, projects, and activities

Corporate Support

• Proactive member of the Corporate Support Team, ensuring high standards of support for all employees
• Drive continuous improvement across Corporate Support processes, including leveraging digital tools and AI to enhance efficiency and effectiveness and alignment with the Company’s priorities
• Annual review of the Company’s Travel & Entertainment Policy as well as the Corporate Design Policy; ensuring the Policies are kept up to date of any relevant changes. Ensure appropriate internal communication regarding these policies
• Primary responsibility for the Corporate Support needs of the CEO, and designated business areas, currently (P&C) and Compliance Teams:
• Co-ordinate broker/ client visits and Hannover Office visits
• Organise travel arrangements and schedules, including flights, accommodation, reservations and meetings etc.
• Provide administrative support to include invoices and expenses management as well as reporting of entertainment provided / received to Compliance
• Co-ordinate meetings (office / virtual), including room bookings and catering as required

• • Manage diary and scheduling for Head of Underwriting P&C

• Manage annual leave requests for relevant individuals through the Company’s absence management system
• Circulate mail shots as required
• Meet & greet visitors
• Manage visitor experience end-to-end, including planning, logistics, and hospitality to a high professional standard
• Build and maintain relationships with local hotels, restaurants, and service providers
• Coordinate Board and Committee schedules, ensuring forward planning, availability alignment, and resolution of conflicts well in advance
• General ad hoc administration as required
• Partner closely with the Corporate Support team:
• Liaise with building reception regarding visitors, post, and parking
• Manage the Dublin Corporate Support inbox
• Manage the Corporate Calendar
• Organise employee milestone celebrations and gifts
• OneDrive document co-ordination
• Any other ad-hoc responsibilities and administration requirements in line with priorities and needs of the business

Event Coordinator

• End-to-end planning, coordination, and reporting of key internal and external events, including the Company Planning Meeting, Quarterly Company Meetings, Senior Leadership Team workshops, Board meetings, client events and team building events as required
• Conduct all aspects of the event planning process, including venue sourcing, site inspection, quotation comparisons, agreement of rates and event details with hotels and other service suppliers
• Prepare event proposals for the Senior Leadership Team’s approval
• Arrange logistics and reservations and all elements involved in the execution of meetings and conferences
• Prepare event communication for circulation among participants
• Manage operations and monitor progress of each event
• Monitor event costing

Qualifications Required:

• Leaving Certificate or equivalent qualification
• Professional Qualification

Experience/ Skills:

• Communicates effectively (both verbal and written) with different audiences, adapting detail and style appropriately, and engaging professionally with stakeholders at all levels, including senior leadership
• Ability to influence and interact with clients and colleagues in a professional and courteous way
• Maintains high standards of accuracy, attention to detail and quality in all work
• Plans and prioritises work effectively, managing complex priorities and multiple stakeholder demands
• Ensures accountability by tracking actions, managing follow-through, and communicating progress through to completion
• Demonstrates organisational savvy by aligning activities to broader business priorities and navigating complex processes effectively
• Optimises work processes through strong IT skills, with a curiosity to adopt digital tools and AI-enabled solutions that improve efficiency and effectiveness

Person Specification: 

• Builds partnerships and works collaboratively, developing trusted relationships across a wide range of stakeholders
• Demonstrates an approachable, professional and tactful style
• Operates with discretion, diplomacy, sound judgement and a high level of integrity
• Demonstrates ownership and reliability, anticipating needs and taking responsibility for commitments
• Willing and able to take initiative and independently make decisions when necessary
• Creative and resourceful approach to problem solving - drives results by identifying issues, proposing practical solutions, and following through to completion
• Contributes positively to the team, supporting and influencing others
• Working collaboratively, making productive contributions to shared objectives
• Shows situational adaptability, adjusting approach and priorities calmly as circumstances change
• Applies organisational savvy, navigating formal and informal networks and understanding how to get things done effectively
• Actively seeks self-development, showing curiosity and openness to new tools, ideas and ways of working