Executive Assistant

Are you searching for an opportunity to play a key role in driving the dramatic growth of a highly successful software company? 

At Poppulo, we’re working on what’s next in communications and workplace technology. As a pioneer in this industry, we understand that meaningfully reaching every employee is hard. And so is managing office space in a hybrid world. And so is improving the customer and guest experience. We exist to make each of these things easier. We exist to bring harmony to our customers. 

And we do that at enterprise scale. Our omnichannel employee communications, customer communications, and workplace experience platform is trusted by over 6,000 organizations today, reaching more than 35M employees and delivering content to 500,000+ digital signs.

We know there’s no such thing as a “perfect" candidate - we’re all a work in progress and are growing new skills and capabilities all the time. We encourage you to apply for a position with Poppulo even if you don’t meet 100% of the requirements. We believe in fostering an environment where there is a diversity of perspectives, in hopes that we can all thrive.

 Job Summary  

The Executive Assistant plays a key role in supporting our executives by managing administrative tasks, coordinating schedules, and assisting with various projects. In addition to these responsibilities, the role includes providing on-site support to the office team, coordinating in-office events, and fostering a positive and engaging office culture. This is an exciting opportunity for an organized, detail-oriented, and proactive individual to thrive and grow within our dynamic SaaS company. 

 Key Responsibilities  

• Efficiently schedule meetings, appointments, travel arrangements, and events for executives across time zones. Proactively resolve scheduling conflicts promptly to optimize time management and productivity. 

• Partner with facilities to organize and host engaging events for the Cork-based team. 

• Act as a cultural champion, fostering a positive, inclusive, and collaborative workplace environment. 

• Collaborate with site leadership to implement initiatives that align with employee needs and company objectives. 

• Coordinate comprehensive travel arrangements, including flights, accommodations, and itineraries. 

• Manage expense reports and process invoices accurately and efficiently. 

• Prepare meeting agendas, capture detailed notes, and ensure follow-up on action items. 

• Facilitate the setup of virtual and in-person meeting spaces for seamless execution. 

• Provide support for special projects and strategic initiatives led by executives. 

• Conduct research and deliver insights to aid decision-making and project success. 

• Serve as a liaison between executives and various departments to ensure smooth communication and workflow. 

• Promote teamwork by fostering effective communication and collaboration across teams.  

• Partner with facilities to align with office needs, ordering supplies, and tracking shipments.  

 Education & Experience  

• Bachelor’s degree in business administration, Communications, or a related field (or equivalent experience). 

• 1-2 years of experience in an administrative or executive support role (experience in a SaaS or tech environment is a plus). 

• Experience working across multiple time zones. 

• Proficiency in Microsoft Office Suite, Concur, Google Workspace, and scheduling tools (e.g., Calendly, Slack). 

• Strong written and verbal communication skills. 

• Exceptional organizational and time-management abilities. 

• High level of discretion and professionalism. 

• Ability to multitask and prioritize in a fast-paced environment. 

Why Us? 

• Choice of computer (MacBook Pros are standard issue)
• Competitive salary 
• Performance-related bonus 
• Healthcare (LAYA) 
• Flexible working hours 
• Educational Assistance Program 
• Training and conference attendance 
• Access to Safari Online 
• In-house soft skills training 
• In-house tech talks 
• Research time 
• Bike to work scheme 

Compensation 

 Actual salaries will vary and will be based on various factors, such as the candidate’s qualifications, skills, competencies, and geographic location. The salary is one component of Company's total compensation package for employees. Other rewards and benefits include variable compensation, short-term incentives, health insurance (several options to choose from), accident and life insurance, access to the best in class learning and development platforms, flexible work arrangement, to name just a few!

Who We Are

We are a values-driven organization that encourages our employees to bring their authentic selves to work every day and empowers everyone to make a tangible impact on our products, clients, and culture. We offer a dynamic environment with driven, fun, and flexible individuals who thrive on challenge and responsibility. This is an opportunity to contribute to our culture and join a company that’s on the move.

We live the Poppulo values each day, as they are key to everything we do.

• Bring Your Best Self
  We show up authentically, are self-aware and always strive to be better.
• See it. Own it. Solve it.
  We proactively innovate and solve for our customers and each other. We set an example with high standards for our work. We foster a culture of learning, acknowledging our successes and our failures.
• Together We’re Better
  We value and celebrate our diversity. We learn from others, respecting their expertise, and focus on building trust. That's what makes us a team.

Named a Great Place to Work in 2015, 2016, 2017, 2018, 2019, 2020, and 2021, we are a fast-growing global technology company, with offices in Ireland, the US, and the UK.

Poppulo is an equal opportunity employer.

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