Executive Assistant (Full-TimePart-Time)

ABOUT FINE GRAIN PROPERTY

Fine Grain Property established in 2006 in Singapore is an Irish-owned real estate investor and operator. Our multidisciplinary team combines decades of international and Irish experience. Together with our partners we unlock sustainable value in real estate.

Since entering the Irish market in 2015 Fine Grain has become recognized as a leader in acquiring and repositioning office properties to deliver world-class innovation campus facilities for multinational and domestic employers. Fine Grain have acquired and upgraded 23 properties and developed two greenfield LEED Gold office facilities. Currently we own and manage 17 properties totalling approximately 1.19 million sq ft of high-quality office space valued more than 300 million home to over 70 multinational tenants.

OUR PURPOSE

At Fine Grain we build success for our clients by enabling sustainable workplace communities. People are at the heart of everything we do building long-term sustainable relationships with people we like trust and respect.

We are a data-driven impact-oriented and people-centred organisation where our values guide every decision and action. We believe in the power of facts and insights the importance of celebrating individual and team success and the courage to challenge one another for continuous growth.

POSITION SUMMARY

The role provides the structure coordination and support around the Executive Chairman to ensure his time is focused where it creates the greatest value - with investors partners and strategic opportunities. The person is embedded in the broader Fine Grain team with clear accountabilities: an integral part of a reliable effective collaborative team. This is a new role which will provide exposure to business operations strategic cross-functional initiatives and investor communications.

The role reports to the Executive Chairman (Colin MacDonald) and will work closely with the CEO Finance Director Director of Asset Management Investment Management and Marketing.

The role is based in Dublin but there are opportunities to work on a hybrid basis as well as for those interested in full time and part-time hours (25-37.5 hours per week).

CORE RESPONSIBILITIES

Chairmans Office

• Correspondence: triage correspondence and inbound enquiries to the Chairman; respond or draft responses for review as appropriate;

• Reliable. Effective actions:record and track internal and external commitments to completion.

• Relationship maintenance:follow-up discipline after every meeting; key dates and personal touches across the Chairmans network.

• Diary and travel: own the external diary; plan trips and cluster meetings; prepare briefing packs for investor and partner meetings.

• Travel: Co-ordinate travel logistics for Chairman and CEO.

Investor Relations Operations Support

• Own HubSpot as the single system of record contacts interaction logs fundraising pipeline and dashboards; provide the principals with a monthly pipeline snapshot.

• Monitor Investor relations activity for timeliness and Chairman review; track Chairmans involvement in existing investor follow-up and queries to completion in HubSpot.

• Maintain the fundraising and investor marketing materials library current version-controlled and ready to send.

Business Development and Profile

• Source vet and coordinate speaking opportunities; support the Chairmans profile and LinkedIn cadence.

• Event management: investor events portfolio tours and the conference programme (EXPO Real MIPIM and targeted partner and investor events).

• AI-augmented research: briefing notes on prospective investors JV partners and market intelligence.

Team and Governance Coordination

• Co-ordination and management of weekly investment committee.

• Coordinate team inputs supporting the Chairman;

• Manage Board meeting and NED-search logistics;

• Manage ad hoc projects for the principals.

• Minimum 5 years experience (an exceptional graduate will be considered) in private equity professional services financial services or real estate or working with a senior entrepreneur.

• Exceptional organisation and follow-through with the ability to prioritise and manage competing demands.

• High EQ discretion professionalism and judgement comfortable handling confidential investor and Board material.

• Demonstrates exceptional resilience and adaptability remaining calm under pressure in a fast-paced environment.

• Proactive and self-motivated with the ability to anticipate needs and pre-empt issues.

• Strong writer able to front correspondence from the Chairmans office at investor-grade standard.

• Aptitude and desire to be genuinely AI-fluent uses AI tools daily to draft research and automate; able to build lightweight processes around HubSpot.

• HubSpot (or comparable CRM) experience preferred.

• Ambitious and commercially curious attracted by real scope direct access to the principals and a visible growth path in a compact high-performing team of 13.

• Flexible ability to adapt to changing circumstances as they arise and to act independently.

IDEAL EXPERIENCE

• Minimum 5 years experience in private equity professional services financial services or real estate or working with a senior entrepreneur.

• Exceptional organisation and follow-through with the ability to prioritise and manage competing demands.

• High EQ discretion professionalism and judgement comfortable handling confidential investor and Board material.

• Demonstrates exceptional resilience and adaptability remaining calm under pressure in a fast-paced environment.

• Proactive and self-motivated with the ability to anticipate needs and pre-empt issues.

• Strong writer able to front correspondence from the Chairmans office at investor-grade standard.

• Aptitude and desire to be genuinely AI-fluent uses AI tools daily to draft research and automate; able to build lightweight processes around HubSpot.

• HubSpot (or comparable CRM) experience preferred.

• Ambitious and commercially curious attracted by real scope direct access to the principals and a visible growth path in a compact high-performing team of 13.

• Flexible ability to adapt to changing circumstances as they arise and to act independently.

PERSONAL ATTRIBUTES

• People-Centred Supportive and empathetic with a strong commitment to helping colleagues navigate challenges both in business and life creating a positive and collaborative team atmosphere.

• Data-Driven Analytical and detail-oriented with a strong focus on making decisions based on facts and data and sharing valuable insights to support informed decision-making across the team.

• Impact-Oriented Results-driven and accountable with a strong sense of responsibility to set realistic goals meet deadlines and take ownership when obstacles arise contributing to a culture of reliability and execution.

Please apply with your CV and cover letter.