The Role

Leinster Appointments is currently recruiting for a Senior Operations Executive in Dublin 15. 

Permanent full time role

Hybrid - 2 days at home 

Salary Guide €65,000 + 

Key Responsibilities

• Provide high-level executive and operational support to the CFO/COO, acting as a trusted partner and key point of contact across the business.
• Manage the CFO/COO’s diary, inbox and priorities, exercising sound judgement when managing competing demands and determining matters requiring escalation.
• Act as a key liaison between the CFO/COO and internal departments, customers, suppliers and external stakeholders, ensuring effective communication and follow-through.
• Proactively identify operational issues, investigate root causes and recommend practical solutions to support the COO in resolving business challenges.
• Take ownership of operational problems and follow them through to resolution, coordinating relevant stakeholders and ensuring agreed actions are delivered.
• Provide the COO with clear analysis, options and recommendations rather than simply escalating problems.
• Coordinate internal and external meetings, preparing agendas, presentations, reports, briefing documents and relevant operational information.
• Record meeting minutes, monitor actions and hold relevant stakeholders accountable for timely completion of agreed deliverables.
• Support the coordination and delivery of operational projects, strategic business initiatives and cross-functional programmes.
• Work independently on assigned projects and business priorities, using initiative to identify what needs to be done and driving actions through to completion.
• Support the implementation of continuous improvement initiatives, process optimisation and operational efficiencies across the business.
• Identify inefficiencies, recurring operational issues and opportunities for improvement, recommending and supporting the implementation of appropriate solutions.
• Prepare reports, dashboards, presentations and management information for senior leadership meetings and operational reviews.
• Monitor key operational KPIs, analyse performance trends and highlight areas requiring attention or intervention.
• Provide the COO with timely and accurate information, analysis and recommendations to support operational and commercial decision-making.
• Coordinate travel arrangements, accommodation and itineraries for senior leadership as required.
• Manage the company’s portfolio of intellectual property, ensuring records, documentation and associated actions are maintained accurately and confidentially.
• Manage confidential documentation, correspondence and commercially sensitive information with a high level of discretion.
• Assist in planning and coordinating leadership meetings, company events, operational reviews and strategic planning activities.
• Support cross-functional teams in maintaining focus on business priorities, deadlines and deliverables.
• Provide additional operational and executive support to members of the Executive Leadership Team when required.
• Act as a reliable escalation point for operational matters, using judgement to resolve issues independently where appropriate and escalating only where senior-level intervention is required.

The Person

Qualifications & Experience

• Minimum 3–5 years’ experience in an operations, business operations, project coordination, executive support or senior administration role, ideally with significant exposure to senior leadership.
• Demonstrable experience taking ownership of operational issues, coordinating solutions and driving actions through to completion.
• Previous experience working within operations, project coordination, manufacturing, supply chain or business operations is highly desirable.
• Experience supporting C-suite executives, particularly a COO or senior operational leader, is an advantage.
• Experience within the pharmaceutical, healthcare, manufacturing or other regulated industries would be highly beneficial.
• Experience analysing operational information, KPIs, reports or business data and translating findings into practical actions.
• Relevant qualification in Business Administration, Operations, Project Management or a related discipline is desirable but not essential.

Skills & Competencies

• Strong problem-solving and decision-making skills, with the ability to assess issues and recommend practical solutions.
• Strong operational awareness and commercial mindset.
• Ability to take ownership and accountability for delivering outcomes, not simply coordinating tasks.
• Confidence to challenge existing processes and constructively challenge stakeholders where appropriate.
• Excellent organisational and planning skills.
• Ability to manage multiple projects, priorities and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Strong stakeholder management, influencing and relationship-building skills.
• Ability to work effectively with senior leadership and communicate complex issues clearly and concisely.
• Strong analytical skills, with the ability to interpret information, identify trends and support evidence-based decision-making.
• High level of professionalism, discretion and confidentiality.
• Advanced Microsoft Office skills, particularly Outlook, Excel, Word, PowerPoint and Teams.
• Experience using ERP systems, project management tools, reporting systems or other business systems is advantageous.
• Self-motivated, adaptable and capable of working independently with minimal supervision.
• Ability to operate with initiative, anticipate issues and act before problems escalate.
• A continuous improvement mindset, with the ability to identify inefficiencies and drive positive change.
• Ability to remain calm, structured and solutions-focused when dealing with operational challenges and competing priorities.