Job Opportunities in the Act Portfolio

Act Venture Capital Ltd

Executive Assistant & Office Manager



Administration, Operations
Galway, Ireland
Posted on Thursday, July 4, 2024

CitySwift is looking for an Executive Assistant/Office Manager to join our rapidly growing team.

As the world's leading data platform for public transport, CitySwift powers data-driven decision making for some of the largest transport networks across the globe. Backed by over €15 million in venture capital funding and a partner list that includes the world's largest public transportation operators and government authorities, such as National Express, Go-Ahead Group, Transport for London and many more, CitySwift is in accelerated growth mode with 100% YOY revenue growth and 150% growth in new customers in 2023.

CitySwift’s mission is to increase the adoption of sustainable public transportation usage around the world - our platform currently optimises over 1 billion passenger journeys annually, and our target is to reach over 10 billion by 2026.

At CitySwift, you’ll get the opportunity to take ownership, deliver measurable impact and develop professionally - reshape the future of public transport by accelerating CitySwift’s growth.

About the Role

As the Executive Assistant/Office Manager, you will play a vital role in ensuring the smooth and efficient operation of our office. You will provide direct support to our executives, manage day-to-day office tasks, and serve as a central point of contact for internal and external communication.

Key responsibilities

  • Oversee daily office operations, including managing office supplies, equipment, and maintaining a professional and organised workspace.
  • Manage the calendar and schedule of the leadership team, including scheduling meetings, appointments, and travel arrangements.
  • Coordinate and prepare materials for meetings, presentations, and reports.
  • Act as a liaison between the CEO and internal/external stakeholders, ensuring efficient communication and follow-up.
  • Proactively anticipate executive needs and ensure a seamless workflow.
  • Organisation of company wide events such as away days, summer parties, and offsites, partnering with teams across the business.
  • Assist with general HR admin duties.

Key skills

  • 3+ years of experience in an executive assistant, office management, or similar role, preferably in a tech or startup environment.
  • Exceptional organisational and time-management skills, with the ability to prioritise tasks and manage multiple responsibilities simultaneously.
  • Proven ability to work independently and as part of a team in a fast-paced environment.
  • Proficient in Google Suite (Docs, Sheets, Slides, Gmail) and familiarity with office management software and tools.
  • Ability to work independently and take initiative.

We value, recognise and reward our people

  • Competitive market salary
  • Health and Life Insurance and matched pension schemes
  • 25 days annual leave, with additional company days off throughout the year
  • Flexible working hours and hybrid/remote working opportunities including Work Abroad Program
  • Paid Sick, Maternity and paternity benefits
  • Employee Assistance Programme (EAP), mental health and wellbeing supports
  • Employee referral program with opportunity to earn up to €4,000 per referral
  • Annual Service recognition benefits (Additional Annual leave and pension contributions)