World Rugby is the world governing and law-making Body for the sport of Rugby Union. It is responsible for the regulation and governance of Rugby and, in addition, organises a number of international tournaments and events including the Rugby World Cup and World Rugby Sevens World Series.
World Rugby wishes to appoint an Executive Team Assistant for our International Federation and Central Divisions based out of our Dublin office. These teams sit at the heart of World Rugby’s work supporting our Member Unions and leading all aspects of the “Shape of the Game”.
Executive Team Assistant
(Based in Dublin)
Purpose of the Role
The Executive Team Assistant provides proactive, high-quality administrative and organisational support to 3-4 senior executives, ensuring their time, priorities and commitments are managed effectively. The role acts as a trusted partner to executives, enabling them to focus on strategic priorities through exceptional coordination, planning, communication and stakeholder management.
In addition, the Executive Team Assistant serves as a key member of the administration team, providing back-up support to the Office Experience Manager and other Executive Team Assistants during periods of leave, absence or peak workload. The role contributes to delivering a professional, efficient and welcoming office environment and a seamless employee and visitor experience.
The Executive Team Assistant will report to the Office Experience Manager
Key Responsibilities
Executive Support
- Provide confidential and proactive support to 3-4 executives.
- Manage complex calendars, scheduling meetings across multiple time zones and prioritising competing demands.
- Coordinate internal and external meetings, including agendas and sometimes briefing materials, logistics and tracking of follow-up actions.
- Manage domestic and international travel arrangements, including flights, accommodation, itineraries and ground transportation in partnership with corporate travel partner.
- Process expenses, invoices, purchase orders and other administrative requirements.
- Act as a liaison between executives and internal/external stakeholders, maintaining strong professional relationships.
- Anticipate executives’ needs and proactively resolve issues before they arise.
Leadership Team & Department Coordination
- Support leadership team meetings through agenda preparation, document management, minute taking and action tracking.
- Coordinate leadership and/or departmental meetings, offsites, workshops and conferences.
Support onboarding activities for new employees and leaders where required.
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Back-Up Support for Executive Assistant Team
- Provide cover for Executive Team Assistants during annual leave, sickness absence or periods of peak demand.
- Support additional executives and leadership teams as required.
- Share best practices and work collaboratively across the administration team to ensure continuity of service.
Maintain sufficient cross-training and process knowledge to provide seamless support during absences.
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Back-Up Support for Office Experience Manager
During periods of absence or when required, support office operations by:
- Liaising with building management, suppliers and service providers as required.
- Coordinating visitor management and reception activities.
- Assisting with office events, town halls and employee engagement activities.
- Monitoring office supplies and facilities requests.
Supporting health and safety administration, office communications and workplace initiatives.
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Stakeholder Management
- Build strong working relationships with executives, colleagues and external stakeholders.
- Work collaboratively with Executive Team Assistants, the Office Experience Manager and World Rugby colleagues.
Represent the executive team professionally and maintain the highest levels of discretion and confidentiality.
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Qualifications & Experience
Essential
- 5+ years' experience supporting multiple senior leaders simultaneously in an Executive Assistant or equivalent role in a multinational organisation.
- Proven ability to work effectively with diverse stakeholders
- Proven ability to manage complex diaries, travel and competing priorities.
- Strong organisational and project coordination skills.
- Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel and Teams).
- Excellent written and verbal communication skills.
- Ability to maintain strict confidentiality and manage sensitive information.
Desirable
- Experience supporting C-suite or Executive Leadership Team members.
- Familiarity with SAP, Concur or similar business systems.
- Experience organizing preparing professional presentations, reports and communications.
- Experience supporting office operations or workplace experience activities.
- Experience organising off sites, workshops and conferences remotely.
- An interest in sport or major events
Diversity, Equity & Inclusion:
World Rugby is committed to building a diverse workforce and therefore strongly encourages applications from underrepresented groups. We are committed to equality and inclusion and welcome applications from all individuals, regardless of their background. We strive to be a diverse and inclusive workplace, which reflects the global sport we want to be and where everyone can be themselves and feel they belong.
Flexible Working:
Most of our roles offer hybrid working. We ask colleagues to work :
Three (3) days a week “out of home”. Two (2) “core” office days (Tuesday & Wednesday) and a third day of your choice to be with stakeholders.
“Out of home” can mean working in a World Rugby office/hub, working from a venue or face to face meetings with partners/suppliers/agencies/teammates or other rugby family stakeholders.
The remaining two (2) days are flexible to work from home (or the office)>
This applies to our Dublin & London offices.
