Executive Assistant to Operations Manager ¦ Ballybrit Business Park, Galway

Role Overview:

We are seeking a highly organised, proactive, and resourceful Executive Assistant to support the Franchising Operations Manager. This role is central to the smooth coordination of operational activities within the Quick Service sector, with a particular focus on sourcing and ordering catering equipment, utensils, and operational fixtures and fittings for both existing outlets and new build projects. The successful candidate will also provide comprehensive administrative support and help ensure efficient communication across the team. Involvement in purchasing across other areas will also form part of this function.

Key Requirements:

• Proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.
• Strong organisational and multitasking skills with excellent attention to detail.
• Proven experience in procurement or facilities coordination, particularly in hospitality or catering environments, is essential.
• Experience in Hospitality, Fast Food, Catering, or Retail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic database use.
• Strong written and verbal communication skills.
• Ability to work under pressure, manage competing priorities, and meet tight deadlines.
• A proactive and solution-oriented mindset.
• Confidential, discreet, trustworthy.

Key Responsibilities.

Procurement & Sourcing:

• Research, source, and order catering equipment, smallwares, utensils, and consumables.
• In conjunction with the Senior Operations Manager, coordinate the purchase and delivery of fixtures, fittings, and facilities for new store builds and refurbishments.
• Liaise with suppliers to obtain quotations, negotiate pricing, and ensure the timely delivery of goods.
• Maintain an up-to-date inventory and track spending against budgets.

Administrative Support:

• Manage the Senior Operations Manager’s calendar, schedule meetings, and arrange travel/accommodation as required.
• Prepare agendas, take minutes, and follow up on actions from meetings.
• Draft, format, and proofread emails, memos, and other documents.
• Organise and maintain filing systems and records, both digital and hard copy.

Operational Coordination:

• Assist in the rollout of new store openings, coordinating timelines, deliveries, and supplier contacts.
• Act as a point of contact for internal teams and external contractors on behalf of the Senior Operations Manager.
• Support day-to-day project management tasks, keeping records updated and ensuring deadlines are met.

Other Duties:

• Provide general office support, including ordering office supplies and coordinating courier services.
• Handle confidential information with discretion and professionalism.
• Undertake ad-hoc projects and tasks as assigned by the Senior Operations Manager.

"Only candidates currently living in Ireland and allowed to work here will be considered."