5 Diary Management jobs in Ireland

MongoDB's mission is to empower innovators to create, transform, and disrupt industries by unleashing the power of software and data. We enable organizations of all sizes to easily build, scale, and run modern applications by helping them modernize legacy workloads, embrace innovation, and unleash AI. Our industry-leading developer data platform, MongoDB Atlas, is the only globally distributed, multi-cloud database and is available in more than 115 regions across AWS, Google Cloud, and Microsoft Azure. Atlas allows customers to build and run applications anywhere-on premises, or across cloud providers. With offices worldwide and over 175,000 new developers signing up to use MongoDB every month, it's no wonder that leading organizations, like Samsung and Toyota, trust MongoDB to build next-generation, AI-powered applications.
MongoDB is seeking a Manager, Field Operations Executive Support to assist our VP of Customer Success at a senior level and lead a team of 4-5 Executive Assistants. This dual-impact role is ideal for a high-organized, strategic, and people-focussed professional who thrives in dynamic environments and is passionate about operational excellence and team development.
As a player-coach, you'll provide high-level executive support, prioritizing meetings, fielding time-sensitive requests and managing complex travel, while also serving as a leader and coach to your team. You'll drive coaching conversations, process improvements, and org-wide priorities that scale the Executive Support function across the business.
To succeed in this role, you'll need to balance the needs and requirements of multiple stakeholders and be ready to pitch in wherever needed. You should be comfortable engaging with senior executives, navigating ambiguity, and operating with a high level of discretion and autonomy. This is a hybrid position, requiring in-office presence several times per month. Occasional travel may be required to support your executive in planning and executing offsites.
We are looking to speak to candidates who are based in Dublin for our hybrid working model.
**Responsibilities of the Executive Assistant**
+ Provide seamless day-to-day support to the executive, including proactive calendar management, time prioritization, and coordination across time zones
+ Think ahead and manage time effectively, anticipating scheduling conflicts, proactively booking a month in advance, and making adjustments to avoid last-minute disruptions
+ Coordinate complex domestic and international travel in line with policy, and manage monthly expense reconciliation with accuracy and timeliness
+ Partner with the executive on long-term planning and operating rhythms, including goal tracking, meeting preparation, and slide and agenda development
+ Track key deliverables and action items to closure with integrity and accountability, escalating blockers when needed and following through without reminders
+ Lead the planning and execution of events and offsites, from gathering requirements and securing venues to managing budgets, contracts, and payments
+ Build trusted relationships across functions and levels, communicating with professionalism and discretion in support of the executive
+ Identify inefficiencies and suggest process improvements that elevate both individual and team performance
+ Take ownership of special projects as needed, showing initiative and sound judgment in ambiguous or fast-changing scenarios
**Responsibilities of a Manager**
+ Contributes to and executes on key strategic priorities for the Global Executive Support Team, demonstrating strong ownership, embraces adversity, and is results-oriented
+ Demonstrate the ability to recruit, onboard, develop and retain a high performing team. Identifies and nurtures future talent, driving development opportunities and ensuring a strong, sustainable talent pipeline
+ Confident in delivering performance expectations and bi-annual performance conversations. Provides regular thoughtful feedback and evaluates their Direct Reports fairly against those expectations. Identifies and nurtures future talent, driving development opportunities and ensuring a strong, sustainable talent pipeline
+ Acts as a role model of our values and Leadership Principles to the Global Executive Support Team as well as holding those they manage accountable
+ Collaborate with other managers to scale best practices, implement efficient processes, and improve the Executive Support organization
+ Partners on headcount planning, team allocation, and resource strategy whilst being resourceful, thinking beyond immediate organizational needs to support broader company goals
+ Build trusted relationships with executives, peers, and cross-functional partners, managing up effectively and influencing across levels with clarity and confidence
+ Operate with transparency and autonomy, surfacing insights, sharing context, and enabling better strategic decisions across the leadership team
+ Seeks out diverse perspectives, encourages different points of view, and welcomes constructive feedback, in order to build trust
**Requirements**
+ 5+ years of experience supporting senior executives or equivalent exposure to executive-level work., or other relevant experience working directly with executives
+ At least 1 year of experience managing a team and/or mentoring preferred
+ Bachelor's degree or equivalent professional experience preferred
+ Proficient with Google Workspace (Gmail, Calendar, Docs), Microsoft Office Suite, and video conferencing tools (e.g. Zoom). Knowledge of AI tools is a plus
+ Proven success managing complex calendars across time zones, with meticulous attention to detail and the ability to anticipate scheduling needs
+ Demonstrated ability to plan and manage high-volume domestic and international travel
+ Excellent verbal and written communication skills, with the ability to communicate with clarity and professionalism at all levels
+ Exercises sound judgment, handles confidential information with discretion, and operates with a high level of integrity
+ Highly adaptable and calm under pressure-able to make decisions, reprioritize quickly, and thrive in a fast-paced, dynamic environment
+ Collaborative, proactive, and feedback-driven. Is able to take initiative, think creatively, and work independently when needed
+ Willingness to work flexible hours to support global stakeholders and executive needs
To drive the personal growth and business impact of our employees, we're committed to developing a supportive and enriching culture for everyone. From employee affinity groups, to fertility assistance and a generous parental leave policy, we value our employees' wellbeing and want to support them along every step of their professional and personal journeys. Learn more about what it's like to work at MongoDB ( , and help us make an impact on the world!
MongoDB is committed to providing any necessary accommodations for individuals with disabilities within our application and interview process. To request an accommodation due to a disability, please inform your recruiter.
MongoDB is an equal opportunities employer.
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Executive Assistant- Fixed Term Contract -UPMC Whitfield Location: UPMC Whitfield Hospital Job type: Fixed Term Overview of role: UPMC Whitfield are recruiting an Executive Assistant, Fixed Term contract for 11-months. This position offers administrative support to the General Manager of UPMC Whitfield Hospital. As a UPMC employee you will be expected to adopt the overarching mission, vision and Values of UPMC and become familiar with the specific departments and services of UPMC Ireland. The candidate for this position will be a dynamic individual who can follow direction and also use their initiative to ensure tasks are completed to the standard consisted with UPMC expectations. The right individual will have an impeccable eye for detail and will be able to present and deliver work, which is both, factually correct and aesthetically pleasing. This position is suited to a person who has excellent organizational skills and has an ability to multitask and prioritize tasks on their agenda. The self-motivated employee will have the opportunity to express their creativity and IT skills throughout this role. Ultimately, the successful applicant will ensure the efficient and smooth day-to-day operations for the General Manager, whilst also applying their skill set to report/presentation preparation, and visual displays. This role requires the handling of sensitive and confidential information, must ensure discretion and maintain strict confidentiality at all times. Primary Duties and Responsibilities: Key Responsibilities: Exhibit polite and professional communication via phone, e-mail and face-to-face encounters. Maintain and coordinate calendars, scheduling internal and external meetings with efficiency and discretion Maintain, manage and track consultant files. Lead the onboarding process for new consultants Answer calls and take messages or offer the appropriate answer to the caller's request. Organise, maintain and schedule appointments as requested by the GM. Plan meetings and take notes/minutes where necessary. Draft and distribute email and memo correspondence's when required. Act as a point of contact for individuals, both internally and externally, who wish to contact the GM. Keep up with all reoccurring meetings and appointments which the GM must attend on a weekly/monthly/quarterly/annual basis. Ensure that any material which must be presented or brought to these forums are prepared and up to date. Communicate with the GM to bring awareness to upcoming obligations, deadlines and meetings. Ensure that material which you have prepared has been submitted with time for review and feedback. Provide general support to GM for any ad-hoc assistance that is needed. Deal with incoming all outgoing post appropriately. Assist with management of and communication to consultant suites. Assist/action any legal correspondence received and liaise with Director of Insurance Manage meeting room bookings to ensure effective use of space and resources Organise accommodation arrangements for senior leadership and consultants Manage and approve expenses for the General Manager using the Concur system, ensuring compliance and accuracy Raise and follow up on Purchase Orders (POs) using SAP, ensuring accuracy and timely processing Oversee the approval and tracking of annual leave for all direct reports to the General Manager Plan and execute in-person and virtual meetings, events, and social functions including Christmas Party Promote and nurture internal and external business relationships to support collaboration and organisational goals General Responsibilities and Accountabilities Confidentiality You will be aware of the confidential nature of Hospital work, and particularly the right of patients to confidentiality. Policies & Procedures You are required to familiarise yourself with and adhere to all policy and procedural documents relevant to your position. Hygiene Standards The highest standard of hygiene must be maintained in the Hospital at all times and all staff members are responsible for ensuring compliance with the Hospitals requirements and standards with regard to hygiene. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental & site hygiene standards. Health and Safety Ensure that effective safety procedures are in place to comply not only with the Safety, Health and Welfare at Work Act 2005 but also within the spirit of the Hospital's mission, vision and values, and they are known and followed by staff. You are required to familiarise yourself with the requirements of employees under the Safety, Health and Welfare at Work Act 2005 and to promote a work environment that is compliant with the Safety, Health and Welfare at Work Act 2005. Each staff member is individually responsible for ensuring that the Hospital remains a safe place to work. Information Technology Ensure the most effective and efficient use of developments in information technology for administrative support in a manner, which integrates well with systems throughout the organisation. Note: These duties and responsibilities are reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the Hospitals. The incumbent will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing climate. Qualifications & Experience: 3-5 years' experience in an administration role supporting a senior executive Vigilance and Attention to detail. Ability to multitask and prioritise accordingly. Work towards and meet deadlines. Calendar management. IT skills, proficiency in; MS Word/PowerPoint/Excel Outlook Folder management and systematic Filing Infographics/organisational structures/workflow productions Experience minuting meetings and managing timelines for reporting Time management skills, high level of accuracy and attention to detail Superior problem solving and conflict resolution skills Excellent communication skills - written and verbal Positive outlook and demeanour Relationship management and strong interpersonal skills Equal Opportunity Statement and Benefits UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues. Compensation - Competitive pay for the work employees do - base pay, performance related pay and premium pay where applicable. Benefits - Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover for all employees up to the age of 66. Performance and Recognition - Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme. Work-Life Balance - Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments. Development and Career Opportunities - Opportunities for each employee to reach their career goals through continued learning and/or advancement. About UPMC UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that's close to home. Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education. UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division - an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia. UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world. In Ireland UPMC has provided high-quality healthcare in the South East since 2006. UPMC's operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo. UPMC has also established a nationwide Concussion Network. UPMC's Global Technology Operation Centre is based in Kilkenny.

Position Title: Personal Assistant Reports to: CEO | Iconic Offices Start Date: ASAP Contract Type: Permanent Full-time. Probation Period: 6 months from original start date. Location: Iconic Offices HQ, Dublin 2. It is expected that this role will be predominantly on-site. Salary: Dependent on experience. To be discussed at interview stages. Ordinary hours of work: 37.5 hours per week. (Occasional overtime may be required to perform the duties of the role.) Travel: Occasional Inter-city travel to and from Iconic Office locations may be required as part of the role Group Companies: Employment with the Company for purposes of this Agreement shall include employment with any Subsidiary. About Iconic Offices: Iconic Offices provides premium workspaces, business networks, and services across Ireland with locations in Dublin. Founded and headquartered in Dublin, Iconic is home for over 70 team members and 3000 members nationally ranging from small business to non-profit and corporations. Established in 2013, our mission is to create the best flexible workspace offering in the market with six-star customer service. Iconic is a fun, energetic, and dynamic environment with plenty of room for growth as we continue to build the best place to create, share, and work with others, theres a perfect place for you to grow with us. The Role This is an excellent opportunity for an experienced personal assistant or to join a progressive Irish-owned and operated flexible working provider and assist us in driving our company mission forward. This role sits at the heart of our organisation and supports our CEO & Founder across a number of various administrative tasks and projects. You will work closely with this the CEO providing administrative and secretarial support, including but not limited to; clerical duties, project support, meetings and events management, handling diaries and travel schedules, preparing reports and liaising with key stakeholders (both internal and external). In addition to the EA duties, this role also takes the lead in coordinating the office management of our HQ team of 30 people. This role will handle all stationery, kitchen orders, and various ad-hoc office management initiatives and projects. Responsibilities & Accountabilities: Personal Assistant Responsibilities: Work directly with our CEO and Founder to support all aspects of their daily work routine; Act as a point of contact for Leadership team members, coordinating communications and diary management for internal and external stakeholders; Draft and send communications on behalf of the CEO and Founder; Organise and prepare for meetings, including gathering documents and coordinating any logistics; Take minutes during meetings; This role will be privy to sensitive information and as such, confidentiality is of utmost importance; Screen and direct phone calls(AC1)(CM2) distribute correspondence as necessary; Monitor and control company expenditures to ensure budget adherence; Partner with other departments and assist them in achieving their objectives through Leadership support and guidance; Take a lead role in driving efficiency and reporting by improving internal processes and procedures; Ensure effective communication within the team and with other departments; Manage workload distribution and prioritise tasks to meet deadlines; Other various ad hoc projects as directed by the Leadership team; Live and breathe our values: Collaborative, Real, People. Office Management & Other ad hoc responsibilities: Act as the main contact for all HQ office facilities and functions; Ensure the office is adequately stocked with stationery and/or other office supplies; Manage the weekly food and beverage ordering; Track the expenditure of office spends; Create and manage an office-supply inventory; Manage office access controls, training, policy adherence, and partake in the new starter onboarding process; Manage the relationship between the local Front of House team and the HQ team; Coordinating communications as and when required; Receive and sort incoming mail and deliveries, and manage outgoing mail. Work alongside various heads of departments supporting company accrediations and affiliations. Key Skills & Experience Required: Experience as an Executive Assistant or Personal Assistant; Experience coordinating and managing a busy office environment is advantageous; Excellent organisational and time management skills, Excellent verbal and written communication skills: the ability to interact with many different people at all levels with confidence and competence; Advanced MS Excel skills and intermediate proficiency in MS Office. Discretion and trustworthiness: You will be exposed to confidential information regularly; Diplomacy and tact; Experience in the real estate or flexible workspace industry is preferred but not essential. Benefits of a Career with Iconic Offices: ?Our range of benefits are there to provide our team with the tools needed to grow professionally and personally, to feel supported, and ultimately, to love where you work. Immerse yourself in a vibrant, dynamic, and joyous team atmosphere. Corporate healthcare scheme. Work from some of Dublins most beautiful and creative offices. Additional annual leave benefits such as birthday leave and additional days that come with tenure. Pension scheme in place with pension matching to 5%. Expand your skills and career trajectory with our personalised training and professional development offerings Support to make a social and environmental impact with many various volunteering opportunities throughout the year. Iconic Offices is an Equal Opportunities Employer: At Iconic Offices, we are dedicated to building a diverse, inclusive, and equitable workplace. We believe that our strength lies in our differences, and we are committed to providing an environment where everyone is welcomed, respected, and supported. We encourage applicants of all backgrounds, identities, abilities and experiences to apply, as we strive to reflect the communities we serve. Skills: Team Management Accountancy Budget Forecasts

Ranked as one of Irelands best workplaces, by Great Place to Work, Harvey Norman, is a high-profile, leading-edge retail brand with over 300 stores worldwide selling furniture, bedding, electrical, and computer goods. With 16 stores in Ireland, we are growing and have plenty of opportunities for talented people. If you think you have what it takes to thrive in a dynamic retail environment, we want to hear from you. ABOUT THE JOB Harvey Norman is looking for a dual role of a Personal Assistant and Retail Coordinator to work in the Electrical Department, based in our Dublin head office. This is an excellent opportunity to work in a fast moving and dynamic retail company. The ideal candidate will be experienced in handling a wide range of administrative and executive support. The person must be well-organised and enjoy the challenges of supporting a staff of diverse people and programmes. The ability to interact with staff (at all levels), customers, and suppliers in a fast-paced environment, sometimes under pressure, is essential. Must be flexible, resourceful and efficient. A high level of professionalism and confidentiality/discretion is crucial for this role. Excellent written and verbal communication skills and attention to detail are equally important. THE ROLE Your tasks will include: Personal Assistant Duties - General PA duties such as general administration; manage all in-coming/out-going communications including screening calls. Arrange meetings, conferences, and other events including negotiating terms, booking of equipment, facilities, catering, and invitations, within a specified budget. Organise travel itineraries, accommodation, and bookings for events. Credit card reconciliation/reviewing expense claims. Diary management, including the organisation of appointments and related communications. Produce documents, excel spreadsheets, PowerPoint presentations, letters, memos, minute taking, etc. Ensure computerised and manual records are accurate and up to date at all times. Draft documents which can be of a highly confidential and sensitive nature. Maintain and improve an effective system for filing and information retrieval. Special projects as needed under the direction of the General Manager. Retail Coordinator Duties - Support store operations by coordinating communications between head office and stores. Assist with planning and execution of retail campaigns, promotions and seasonal launches. Price management, including daily price changes, competitor and market analysis. Creating and managing claims sheets. Product management and working in cooperation with our PMM & Web Team to manage product launches in store and online. Working with SAP. Data entry onto a number of internal company systems. Ad hoc duties as required. This list is not exhaustive, and other duties may be assigned as required. YOUR PROFILE Your knowledge, skills, and experience will include: Experience and Qualifications: o Demonstrable ability to use high level functionality of MS Office based IT systems to retrieve and manipulate complex data. o Able to demonstrate a high level of accuracy and speed using MS Office applications. o Experience of developing and implementing new data management systems. o Experience planning, managing, and executing events and meetings. o Effective communication skills. o Works well as part of a fast paced, dynamic team. o Well-organised. Excellent Organisational Skills You can prioritise and organise your own work, complete all necessary tasks, and fulfil all commitments on time and with acute attention to detail. Ability to juggle multiple tasks in a fast-paced and time sensitive environment. Effective Communicator/Good Listener Superior verbal and written communication skills. Ensures there is an effective flow of information in terms of awareness and understanding. Calm and professional in stressful or conflict-oriented situations. Hardworking, Conscientious & Self Motivated Ability to focus efforts and energy on successfully achieving standards of excellence in delivery of goals and objectives. Must possess a can do attitude for all situations. Continuous Development Have a passion for learning new things, continuous improvement, and sharing best practices. Team & Collaborative Working - Able to work co-operatively within a group and across Harvey Norman to achieve Harvey Norman goals in a respectful manner. Understands and is tolerant of differing needs and viewpoints. Fosters a collaborative team-working environment. Actively helps and supports others to achieve team goals. Contributes positively to the achievement of team objectives. WHY JOIN US: Were dynamic and growing. Fun, high energy work environment. Were entrepreneurial and agile. Opportunities for career development. Additional Information This a permanent contract subject to a six-month probationary period. The successful candidate will be required to attend a company induction day in Dublin City Centre. Skills: Microsoft Planning Organised Communication Managing