Job Title: Personal Assistant
Role Type: Part-Time (25 hours/week), 18 Months FTC
Position Reports To: Chief Executive Officer
Location: AGL Headquarters, Maple House, Blackrock, Dublin
We are seeking a highly organised, confident and proactive Personal Assistant to provide comprehensive administrative and coordination support to the Allianz Global Life CEO, with a particular focus on diary management.
The role will involve liaising with senior internal and external stakeholders, coordinating meetings and activities, and supporting ad hoc projects across the business. The successful candidate will be able to anticipate the needs of the CEO, work proactively with minimal supervision, manage competing priorities, and maintain a high level of professionalism, confidentiality and discretion.
This part-time role will initially require onsite attendance across the working week, with flexibility depending on business needs. The successful candidate may be required to attend the office outside of their usual schedule to support key meetings or events, while there may also be occasions where office attendance is not required.
Responsabilities:
- Manage the CEO’s calendar, email inbox, and meeting schedule, prioritising and responding promptly to changes
- Develop a strong understanding of the CEO’s priorities and responsibilities, acting as a key gatekeeper by managing queries, meeting requests, and communications to ensure effective use of time
- Manage credit card and expenses, ensuring timely reconciliation in line with company policies
- Liaise with Board members to schedule and coordinate annual meetings aligned with key company milestones (e.g. Board/Committees meetings, HR Day, Product Day)
- Support the Company Secretary with Board and Committee administration, including accurate documentation and timely uploads to Diligent
- Collaborate with Finance, AZ Technology, and Payroll to resolve CEO-related matters efficiently and follow up on outstanding queries
- Act as a delegate for Identity Management (GIAM) request and approvals, monitoring requests, liaising with stakeholders to get clarification or approval where required, and ensuring timely action is taken in line with business needs.
- Coordinate travel arrangements and logistics for AGL staff, in line with Group guidelines
- Provide administrative support, including drafting CEO communications, minute-taking, document preparation, and maintaining filing systems (e.g. SharePoint)
- Organise internal and external events, including CEO Talks and Townhalls, managing logistics such as catering, room and visitor arrangements
- Review and update high-quality presentations and confidential (NDAs) documents using Microsoft PowerPoint and Word
Key Customers:
- Internal: Colleagues, Heads of Function, CEO
- External: Allianz Group, Allianz Directors, External clients and customers of Allianz
Education Qualifications
- Degree or equivalent, demonstrating a strong educational background
- Fluent English; Another European language strong advantage
Professional Competence
- 5+ years’ experience in a Personal Assistant or senior administrative role supporting a CEO or Managing Director within a multinational organisation
Technical Knowledge
- Experience in office administration or coordination within a multinational environment (ideally within financial services or another highly regulated industry)
- Proficiency in Microsoft Office Suite (particularly Word, PowerPoint, and Excel), with an interest in leveraging AI tools to enhance efficiency
- Basic IT troubleshooting skills, with the ability to resolve minor issues across company systems
Personal Competencies
Personal Impact
- Consistently delivers work to a high standard, with a strong sense of ownership and accountability
- Proactive and forward-thinking, with a proven ability to anticipate needs and act with initiative
- Exceptionally organised, with excellent attention to detail
- Comfortable working independently, exercising sound judgement with minimal guidance
- Strong local knowledge to support meeting arrangements, dining, and corporate gifting, ensuring high-quality recommendations for senior stakeholders
Intellectual Effectiveness
- Demonstrates a high level of discretion and professionalism, with the ability to maintain strict confidentiality of sensitive company and employee information
- Strong time management skills, with the ability to organise and coordinate multiple priorities simultaneously
Communication
- Ability to engage confidently with senior executives and Board members, maintaining professionalism and credibility
- Exercises sound judgement in managing sensitive communications and acting as a gatekeeper on behalf of the CEO
- Confident communicator across multiple channels (phone, Microsoft Teams, and email), with the ability to adapt tone to suit different audiences
Dealing with People
- Demonstrated ability to build strong working relationships and manage expectations across a wide range of internal and external stakeholders
Allianz Group is one of the most trusted insurance and asset management companies in the world. Caring for our employees, their ambitions, dreams and challenges, is what makes us a unique employer. Together we can build an environment where everyone feels empowered and has the confidence to explore, to grow and to shape a better future for our customers and the world around us.
We at Allianz believe in a diverse and inclusive workforce and are proud to be an equal opportunity employer. We encourage you to bring your whole self to work, no matter where you are from, what you look like, who you love or what you believe in. We therefore welcome applications regardless of ethnicity or cultural background, age, gender, nationality, religion, disability or sexual orientation. Great to have you on board. Let's care for tomorrow.
