About Eterna International
Eterna International is a global investment migration firm specialising in residency and citizenship by investment programmes across multiple jurisdictions. We work with high-net-worth clients seeking secure, well-structured pathways to residency and citizenship, in close partnership with real estate developers, charitable organisations, and a trusted network of legal and financial partners across each market we operate in.
About the Role
We are seeking a highly organised and proactive Senior Executive & Project Administrator to join our Dublin office. This role combines executive support, project coordination, and administrative operations. The successful candidate will work closely with senior management, internal teams, and external stakeholders to keep things running smoothly, support timely project delivery, and ensure effective communication across the organisation.
Key Responsibilities
Executive & Administrative Support
- Manage day-to-day office operations including attendance tracking, staff rotas, and administrative workflows.
- Provide high-level support to senior management, including email management, calendar coordination, scheduling meetings
- Filter and prioritise incoming emails and ensure critical communications are addressed promptly.
- Attend meetings with senior management, taking detailed minutes, capturing action items, and ensuring timely follow-up on key deliverables.
- Prepare agendas, briefings, and follow-up reports for internal and external meetings.
- Draft reports, presentations, and communications for senior management review.
- Handle sensitive information with the utmost confidentiality and professionalism.
- Support office operations, including attendance tracking, staff rotas, and day-to-day administrative workflows.
- Assist with compliance, KYC filing, directorship lists, and statutory submissions.
Project Coordination & Reporting
- Coordinating with Charities to monitor Project Progress.
- Maintain and update project trackers, Gantt charts, and status dashboards to ensure all stakeholders have visibility on progress at all times.
- Coordinate and schedule project meetings, prepare agenda packs, capture minutes, and follow up on action items to ensure accountability across teams.
- Monitor and flag upcoming deadlines, contractual milestones, and deliverable dates to relevant team members and management.
- Act as a key liaison between project execution teams and external parties, ensuring updates are communicated accurately and in a timely manner.
- Maintain a centralised repository of project documents, contracts, and correspondence, ensuring version control and easy retrieval.
- Provide regular project insights to the marketing team to support sales strategies, brand-building initiatives, and external communications.
- Support management with project documentation, progress reporting, and coordination of cross-functional workstreams.
Candidate Profile
- Proven experience (5+ years) as a Project Coordinator, Admin Assistant or similar role supporting senior management.
- Highly organised, proactive, and capable of managing multiple priorities simultaneously with discretion and professionalism.
- Strong written and verbal communication skills, with the confidence to engage with senior management, internal teams, and external stakeholders.
- Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint), SharePoint, and other office management or project tracking tools.
- Flexible and adaptable, comfortable in a fast-paced, dynamic environment where priorities can shift.
- Strong attention to detail and the ability to maintain oversight of multiple workstreams at once.
A team player with a pragmatic, can-do attitude.
Pay: From €55,000.00 per year
Benefits:
Work Location: Hybrid remote in DUBLIN 2, County Dublin
