Executive Assistant to the CEO
About InflightFlix
InflightFlix International Limited is an Irish technology and media company operating at the intersection of destination marketing, aviation and inflight entertainment.
The company has developed the RISE™ (Reasons to Visit Inflight Strategic Entertainment Programme), the world's first inflight entertainment growth strategy designed to help airports, destinations, tourism boards and tourism businesses inspire future travel through inflight entertainment.
Through partnerships with leading inflight content providers, InflightFlix has the potential to place destination content in front of more than 2.3 billion airline passengers annually across 114 airlines worldwide.
As the business continues its international expansion, we are seeking a highly organised, proactive and professional Executive Assistant to the CEO who will become a trusted member of the senior leadership team.
The Role
This is a unique opportunity to work directly alongside the Chief Executive Officer in a fast growing international business.
The Executive Assistant will manage the day to day administration of the CEO's office, ensuring that communications, meetings, travel, correspondence and business documentation are managed efficiently and professionally.
The successful candidate will become the CEO's central point of coordination, allowing the CEO to focus on strategic growth, international partnerships and business development.
This role requires exceptional organisational skills, excellent written communication, complete confidentiality and the ability to work across multiple projects simultaneously.
No two days will be the same. One morning you may be coordinating meetings with international airports, tourism boards and airline partners. The afternoon may involve preparing board presentations, updating investment proposals, drafting correspondence, organising travel or ensuring follow up actions from executive meetings are completed.
About You
You are highly organised, calm under pressure and enjoy bringing structure to busy environments.
You anticipate what needs to be done before being asked.
You have exceptional written English and take pride in producing professional documents.
You enjoy working behind the scenes to ensure everything runs smoothly.
You are comfortable dealing with senior executives, international clients and confidential business information.
You thrive in a fast moving entrepreneurial business where priorities can change quickly.
What You Can Expect
Executive Administration
- Manage the CEO's diary, appointments and calendar
- Schedule internal and external meetings
- Coordinate international meetings across multiple time zones
- Manage meeting invitations, agendas and follow up actions
- Screen and prioritise incoming communications
- Organise travel, accommodation and itineraries
- Prepare meeting packs and briefing documents
- Ensure the CEO is fully prepared for all meetings and events
Email & Communications Management
- Manage and organise the CEO's email inbox
- Draft and respond to professional correspondence
- Prioritise urgent communications
- Follow up outstanding actions with clients and partners
- Maintain professional communication with airports, tourism boards, airlines and international stakeholders
- Prepare letters and formal business communications
Business Documentation
- Update business proposals
- Create PowerPoint presentations
- Produce executive reports
- Maintain company documentation
- Assist with board papers and management reports
- Format documents to a consistently high professional standard
- Support tender submissions and commercial proposals
Meeting & Project Coordination
- Prepare meeting agendas
- Take notes where required
- Track actions and deadlines
- Coordinate follow-up activities
- Ensure projects continue progressing between meetings
- Liaise with internal and external stakeholders
Office & Business Support
- Maintain organised filing systems
- Coordinate contracts and documentation
- Assist with procurement and supplier communications
- Support finance administration where required
- Help improve administrative processes
- Provide general executive support across the business
AI & Technology
The successful candidate should be comfortable using modern productivity and AI tools to improve efficiency.
Experience with tools such as:
- Microsoft 365
- PowerPoint
- Word
- Excel
- Teams
- Claude / Manus AI
- HubSpot (desireable)
What We Expect
- 3+ year’s experience in an Executive Assistant, Personal Assistant or senior administration role
- Outstanding organisational skills
- Excellent written and verbal English
- Exceptional attention to detail
- Strong Microsoft Office skills, particularly Word and PowerPoint
- Excellent proofreading and document formatting skills
- Ability to prioritise competing deadlines
- Professional telephone manner
- Ability to work independently
- High level of discretion and confidentiality
- Strong interpersonal skills
- Experience supporting senior executives would be highly advantageous
- Experience within aviation, tourism, technology or media sectors would be beneficial
What You Will Gain
- A long term career with a rapidly growing international company
- Direct exposure to global aviation and tourism industries
- The opportunity to work closely with the CEO and senior leadership team
- Involvement in high profile international projects
- Significant career development opportunities
- Exposure to strategic business development and international partnerships
- A varied and rewarding role where no two days are the same
Job Type / Category
- Full time position (Min 20 hours per week)
- Hybrid working options available
- Candidate should be available to work from our office in Shannon, Co. Clare at least 3 days a week
- Excellent verbal and written English essential
- Competitive salary based on experience
- Some international travel opportunities may arise
Pay: €20,000.00-€30,000.00 per year
Work Location: In person
