Executive Assistant and Office Manager

Company Overview

At Motorola Solutions, we're guided by a shared purpose - helping people be their best in the moments that matter - and we live up to our purpose every day by solving for safer. Because people can only be their best when they not only feel safe, but are safe. We're solving for safer by building the best possible technologies across every part of our safety and security ecosystem. That's mission-critical communications devices and networks, AI-powered video security & access control and the ability to unite voice, video and data in a single command center view. We're solving for safer by connecting public safety agencies and enterprises, enabling the collaboration that's critical to connect those in need with those who can help. The work we do here matters.

Department OverviewWe’re now opening a new Research & Development Centre in Cork, Ireland focused on designing software for the company’s comprehensive land mobile radio (LMR) portfolio, with plans for expansion across other technologies in the future.
Job Description

We are seeking a highly organized and detail-oriented individual to join our team as an Executive Assistant and Office Manager. In this role, you will be responsible for providing support to our executive team and ensuring the smooth operation of our office site. Your primary focus will be assisting with presentations, managing calendars, facilitating meetings, and coordinating various office functions.

Responsibilities:

• Assist with the creation and editing of slides and presentations

• Manage executive calendars and schedule appointments

• Facilitate meetings for the Cork Leadership Team (CLT) including preparation and minutes

• Assist with ordering and procurement of supplies and equipment

• Serve as the IT project coordinator for site-related projects

• Ensure the functionality and operational readiness of the office site at all times

• Oversee the maintenance and supply of coffee machines

• Facility responsibility for meeting rooms

• Handle internal communication tasks such as managing InfoTV screens, creating the weekly site newsletter, posting newsletters and organizational announcements.

• Facilitate Town Hall meetings and assist with slide preparation for senior management

• Liaise with the corporate IT Site Lead and Support Team, representing local business unit/site interests and coordinating with local IT technicians

• Coordinate with the outsourced facility team and Corporate Real Estate, following up on facility-related matters and representing local business unit/site interests

• Manage the shipping function, including following up with local shipping employees and negotiating contracts with shipping couriers

• Support the compliance team by pulling import specifications for local ECCN (export control) compliance

• Chair the Cork Environment Health & Safety board, ensuring site compliance with local EHS regulations, conducting quarterly meetings, and driving continuous improvement initiatives

• Conduct workplace assessments as required

• All other duties as assigned by the Cork site leadership team

• Manage the reception desk and conference area

• Assisting with or ordering and procurement of supplies and equipment

• Lead the ISO 27000 series certification for Information Security and Privacy Management

Basic Requirements

Specific Knowledge/Skills:

• A Bachelors degree (may be substituted with equivalent work experience in this field as determined by the hiring manager)

• Proficiency in Google apps and Google suite, presentation software and other relevant systems

• Excellent communications skills, including interpersonal skills

• Results driven and oriented

• The ability to read, understand and interpret contracts as well as understanding basic financial accounting principles and budgets

• Excellent writing skills and the ability to proofread, edit and format written documents and reports to a high professional level, within minimal errors

• Must be able to report to the Cork Office as a work location

• Attention to detail and accuracy in work

• Knowledge of EHS regulations is a plus

• Familiarity with facility management and office operations

• Strong organizational and time management skills

• Experience with calendar management and meeting facilitation

• Knowledge of IT project coordination

• Ability to work independently and prioritize tasks effectively 

Personal Traits:

• Strong self-management skills and interpersonal communication skills to work closely with Motorola’s customers, as well as Engineering, Project Management, Real Estate and management

• Self-motivated and self-managed to perform the required duties at a distance from direct supervision

• The ability to learn new skills, systems and technologies

Preferred Qualifications:

• Experience reviewing, editing and formatting reports for executive level personnel

• Experience in providing executive level administrative support, including logistics, policy/SOP development and making recommendations to executive level managers

• Experience in or supporting public safety or public safety communications

Travel RequirementsNone
Relocation ProvidedNone
Position TypeExperienced

Referral Payment PlanNo

CompanyMotorola Solutions Ireland Limited

EEO Statement

Motorola Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other legally-protected characteristic. 

We are proud of our people-first and community-focused culture, empowering every Motorolan to be their most authentic self and to do their best work to deliver on the promise of a safer world. If you’d like to join our team but feel that you don’t quite meet all of the preferred skills, we’d still love to hear why you think you’d be a great addition to our team.

We’re committed to providing an inclusive and accessible recruiting experience for candidates with disabilities, or other physical or mental health conditions. To request an accommodation, please email [email protected].