About the role
Job Details
Location: On site / Kilkenny, Ireland
Job Type: Fixed term / Full-time (1-year contract)
Sector and Subsector: Creative Services | Animation
Salary: Competitive salary
We are seeking a highly proactive, strategic, and emotionally intelligent Executive Assistant & Travel Coordinator to provide elite support and operational coordination to our Executive Team. You will oversee high-volume travel arrangements and champion our green initiatives by maintaining our sustainability compliance.
The ideal candidate functions as a strategic partner who can protect the executives' time, seamlessly navigate complex schedules, and build exceptional rapport with high-profile stakeholders, internal production teams, and external partners.
Responsibilities
- Calendar & Diary Management: Manage complex executive calendars, resolving scheduling conflicts and prioritising demands with absolute precision. Coordinate end-to-end travel logistics in partnership with the travel coordinator.
- Communications & Stakeholder Liaison: Act as the primary point of contact and communication liaison, handling internal and external inquiries with professionalism and strict discretion. Screen and oversee incoming requests, routing or responding appropriately.
- Anticipating Needs: Anticipate the Executive’s upcoming needs, meeting preparation requirements, and potential scheduling conflicts weeks in advance to ensure smooth daily operations.
- Rapport Building: Maintain and build strong professional relationships with key stakeholders, high-profile clients, and media contacts on behalf of the executives.
- Process Improvement: Continuously assess workflows, internal communication channels, and administrative processes, implementing fixes to improve operational efficiency.
- Event & Hospitality: Coordinate events, client hospitality, and executive requests.
- End-to-End Travel & Logistics Coordination: Oversee and coordinate comprehensive, company-wide travel arrangements, logistics, and detailed itineraries. Function as the primary liaison with external travel management companies, booking agencies, and digital platforms to ensure seamless execution.
- Sustainability & Albert Compliance: Actively support the company’s environmental initiatives by ensuring all travel aligns with corporate sustainability policies. Maintain accurate logs of all travel data for corporate analysis and formal Albert certification reporting. Proactively propose policy enhancements to continually reduce the company’s carbon footprint.
- Stakeholder & Relationship Management: Collaborate closely with executives, senior leadership, and internal teams to manage complex schedules. Maintain exceptional professional relationships with external partners, including festival organisers, agents, stakeholders, and key industry contacts.
- Operational & Project Support: Provide cross-departmental operational support to the COO, Studio Manager, and the production, studio, and accounts teams. Assist with cross-functional company projects by tracking timelines, milestones, and pending deadlines.
- General & Ad-Hoc Duties: Handle ad-hoc administrative tasks, including managing any special requests.
Requirements
- Experience: Minimum of 1–2 years of proven experience as an Executive Assistant, Personal Assistant, or in a similar high-level support role.
- Industry Context: Experience working within the film, television, or creative media industries would be an advantage.
- Technical Skills: High proficiency in Google Workspace (including Google Calendar, Docs, Sheets, and Slides) and team collaboration tools.
- Travel Coordination: Proven experience managing complex, high-volume, end-to-end corporate travel arrangements and detailed itineraries.
- Calendar Management: Exceptional skills in managing complex calendars and coordinating travel logistics across multiple time zones.
- Communication: Excellent verbal and written communication skills, with the ability to interface confidently with internal teams, external partners, and media press.
- Discretion: Demonstrated ability to handle sensitive, confidential information with the utmost discretion and professionalism.
- Organisation: Highly organised with strong time-management skills. Proven ability to prioritise tasks and track cross-functional deadlines with a laser-focused attention to detail under tight deadlines.
- Adaptability: A proactive, solutions-oriented mindset with the ability to pivot quickly in a fast-paced creative environment.
- Flexibility & Availability: High degree of flexibility with a willingness to be contactable and responsive for urgent matters or scheduling changes.
- Sustainability Reporting: Familiarity with carbon footprint tracking tools.
- Problem-Solving: Strong initiative and adaptability, with the ability to handle last-minute logistics changes or troubleshooting calmly and efficiently.
Other Information
Cartoon Saloon is an equal opportunities employer. Diversity and Inclusion are core to who we are, and we recognise the great value each one of us brings to the team. If you require an accommodation due to a disability with your application or recruitment process, please contact jobs@cartoonsaloon.ie and we will be happy to accommodate you as best as we can.
Please note this position requires the candidate to work in-house in Kilkenny, Ireland.
Please note that testing can be a part of our selection process. If you reach that stage we will give you further details.
Closing date for applications for this position is Tuesday 13th October 2026.