Senior Executive Assistant, Business & People Support

The Company

Fineco Asset Management DAC (‘Fineco AM’) is a Dublin based Asset Management Company, and a subsidiary of FinecoBank S.p.A. (“FinecoBank”). FinecoBank (“Fineco”) is a leading European bank with a 20-year history and a fully digital DNA with a branchless approach since the start. Fineco is one of the banks with the widest products range available. Fineco have developed a truly one-stop-solution which includes trading, investment and payment services. Fineco have developed a 100% proprietary platform for trading and investment which covers all customer needs from trading listed and OTC product to investment product such as mutual funds and ETF.

Fineco AM, which started its operations in May 2018, is authorized by the Central Bank of Ireland as a UCITS & AIFM Management Company with a MIFID top up, and it currently has approximately €45bn in assets under management. Fineco AM is a competence centre- specialised in the management of fund-of-funds, single strategy funds, as well as Structured Solutions Funds. In addition to portfolio management activities, all key supporting and controlling functions, such as Compliance, Risk, Finance and Legal, are also performed locally.

The company started with 5 employees and has experienced strong and consistent growth, with a current headcount of approximately 90 FTE’s.

The Role:

We are seeking a highly organised, proactive and professional Executive Assistant, Business & People Support professional to provide high-quality executive and operational support across the business.

The role reports to the Head of People, providing senior support as required and works in close partnership with the CEO as the Executive Assistant. This is a varied, hands‑on role requiring strong judgement, excellent time management, and the confidence to act independently, providing suggestions to the Head of People on how to approach, then proceeding.

The successful candidate will play a key role in enabling the effectiveness of the CEO and the Head of People by supporting the business needs. This is a varied role suited to someone who enjoys working across different areas, is comfortable operating with senior stakeholders, and can move confidently between executive support, business coordination and confidential People matters.

The successful candidate will need excellent judgement, discretion and organisational skills, together with the ability to anticipate requirements and take ownership of activities through to completion.

Main Responsibilities:

Executive Assistant to CEO & Senior Leadership Support

• Coordinate and prioritise meetings, resolving scheduling conflicts and ensuring effective use of executive time.
• Ensure executives are appropriately prepared for meetings, including coordinating papers, presentations, briefing materials, meeting rooms and technology.
• Prepare and review credit card expense reports for the CEO and Executive team
• Draft and format correspondence, presentations, reports and other executive documentation.
• Manage confidential and sensitive information with a consistently high degree of discretion.
• Coordinate documents requiring executive review, approval or signature.
• Prepare for Executive and management meetings, including agendas, papers, minutes and follow-up actions where required.
• Maintain effective information flow and proactively follow up on outstanding actions.

Head of People Support

Working closely with and under the direction of the Head of People and wider People team with a broad range of activities, such as:

Business Support

Working collaboratively with the Head of People and the wider Business Support team, you will also:

• Format and prepare internal and external communications, including emails, memos, presentations, and reports
• Lead projects based on the business need as required by Head of People
• Work closely in the Support team together on all activities, taking tasks as a team and providing cover for each others roles
• Lead initiatives that are positive for Company Culture such as work anniversary recognition, company gifts, team achievements recognition etc
• Maintain relevant records, trackers, contact information and documentation.
• Share coordinating company‑wide travel, visa, and accommodation arrangements where required
• Share organising documents for signature in line with internal approval processes
• Support the organisation of company events, management meetings, townhalls and employee events.
• Draft and maintain process and procedural documentation
• Be a Health & Safety Coordinator
• Maintain office floor plan and engage with relevant teams to organise
• Work closely with other member of the Business Support team on all activities, taking tasks as a team and providing cover for each others roles to ensure continuity of service and, such as:
• Maintaining office, kitchen, and postage supplies
• Organising courier and messenger services
• Liaising with building management
• Organising office catering as required
• Coordinating facilities issues and repair requests
• Coordinate catering, meeting facilities and associated logistical arrangements where necessary.
• Develop and maintain administrative procedures and process documentation.
• Identify opportunities to improve and automate processes and work with appropriate teams to drive the initiatives forward improve efficiency.

People operations

• Assist with benefit administration and employee queries of an administrative nature.
• Improving, implementing and administering human resources policies and procedures
• Preparation of presentations, reports and internal communications.
• Provide coordination for recurring People activities and annual processes.
• Assist with invoices, purchase orders and administration relating to People suppliers where required.
• Implementing programs to improve the employee experience of the organisation as a workplace and assist with employee engagement initiatives and company events.

Payroll & Remuneration

• Support the Head of People with ad hoc remuneration analysis, reporting and documentation.
• Support payroll validation and reconciliation, identifying discrepancies and escalating these for review before payroll is finalised.
• Maintain appropriate payroll records and supporting documentation, with a high level of confidentiality and attention to detail.
• Support administration of the Company's overall remuneration and benefits arrangements, including salary, bonus, pension, healthcare and other employee benefits.
• Expand responsibilities in this space based on accuracy, reliability, and understanding

Confidentiality

• Handle employee information with a particularly high level of confidentiality and discretion.
• Ensure People documentation is maintained accurately and securely.
• Escalate employee relations, policy or sensitive People matters to the appropriate People team member rather than independently advising on them.

Skills & Experience

• Strong previous experience in an Executive Assistant to C Suite and Business Support role.
• Experience working in a Financial Services environment, ideally in Investments
• Experience supporting senior executives and managing complex diaries and competing priorities.
• Excellent organisational and time-management capability.
• Strong written and verbal communication skills.
• Advanced working knowledge of Microsoft 365, particularly Outlook, Excel, PowerPoint and word.
• Strong attention to detail and commitment to accuracy.
• High levels of discretion, professionalism and integrity.
• Comfortable handling confidential and sensitive information.
• Ability to work independently, anticipate requirements and use sound judgement.
• Confidence interacting with senior executives and stakeholders at all levels.
• Ability to manage several competing priorities without losing attention to detail.
• Flexible and collaborative approach, with willingness to support across different areas of the business.

Personal Attributes

The successful candidate is likely to be:

• Highly organised, with a natural ability to create structure.
• Proactive, identifying what needs to happen rather than waiting for instruction.
• Discreet and trustworthy, particularly given exposure to both executive and employee information.
• Calm under pressure, able to reprioritise quickly.
• Service-oriented but confident, comfortable dealing with senior colleagues in a fast paced environment.
• Practical and hands-on, willing to deal with both senior executive matters and day-to-day business requirements.
• Collaborative, working naturally across the People and Business Support teams.
• Ownership-focused, following activities through to completion.

What we offer:

• Growth Opportunities: Unlock your potential with career growth and professional development paths.
• Innovative Team: Be part of a dynamic and innovative team environment.
• Collaborative Culture: Thrive in a collaborative company culture that values your contributions.
• Generous Time Off: Enjoy 25 days of holidays to relax and recharge.
• Hybrid Working: Benefit from a flexible hybrid working policy, 3 days in the office, 2 days flexibility to be remote.
• Health and Dental: Comprehensive Healthcare and Dental coverage for your well-being.
• Perks and Programs: Access to TaxSaver, Bike to Work scheme, educational sponsorship opportunities, and professional memberships.
• Discretionary bonus: Opportunity to earn a performance based discretionary bonus