Please note this is a contract running until 30 June 2024 and is hybrid, based 2-3 days on-site per week in our client's office in Dublin
KEY RESPONSIBILITIES:
Travel & Expenses Management:
- Booking flights, ground transportation and accommodation; assisting with visa processing and other travel related documentation.
- Processing and reconciling expenses in adherence with travel and expense policy.
Events Coordination: e.g. Townhalls, morale activities, trainings, Executive Visits, Customer & Partner Events.
- Scheduling and managing the invitations.
- Booking meeting rooms and catering in collaboration with the onsite Events Team.
- Assisting with onsite troubleshooting audio-video and technical issues.
- Outsourcing and booking external venues for business and morale events; arranging transportation when needed
- Handling purchases orders, invoices, payments, and accruals and reclasses if applicable.
- Also assisting in the coordination and running of EMEA and WW events.
Multiple Calendar Support:
- Managing the diary of two executives
Business Admin Community Collaboration and Knowledge Sharing:
- Engaging actively with the Business Admin Team, participating in the onboarding of new members, and sharing best practices.
- Providing back up and coverage during leave of absence to your colleagues.
- Assisting with any other ad-hoc projects and duties as appropriate.
Hardware Management:
- Handling loaned devices returned equipment.
- Managing the hardware pool, inventory, and storage room.
Ad-hoc:
- Keeping distribution lists up to date.
- Managing Teams, SharePoint, and Viva Communities access.
- POC for general enquiries providing guidance and best practices in day-to-day operations.
There is potential for this role to evolve over time as the business grows and evolves.
KEY SKILLS & EXPERIENCE REQUIRED:
- Strong proficiency with the Microsoft suite - Excel, PowerPoint, word and most importantly Outlook and Teams. MCAS qualifications are desirable.
- Strong planning and organizational skills, with excellent verbal and written communication skills.
- Precision time management, prioritization, and problem-solving skills.
- A team player who collaborates well and has excellent interpersonal skills and awareness.
- The ability to work unsupervised, on their own initiative and as part of an interdependent team.
- Proven track record of delivering work with a high degree of accuracy and attention to detail, creating clarity and eliminating ambiguity where required.
- Exercises sound judgment, tact, diplomacy, integrity, and professionalism, demonstrating a positive, can-do attitude.
- Experience supporting teams who are working remotely and within the hybrid working environment.
- A creative thinker who is committed to the ongoing evolution of the admin and business support function.
- A keen ability and ongoing interest in learning about new tools, technology, and AI.
REQUIRED SKILLS/EXPERIENCE:
- Excellent proficiency with MS Office apps - Teams, Outlook, Excel, PowerPoint
- Experience with working in a global company
- Working at C-level
- Proactivity & self-starter attitude
- Excellent communication skillS
- Experience with similar role: Minimum 3 years experience
- Team player
Morgan McKinley is acting as an Employment Agency and references to pay rates are indicative.
BY APPLYING FOR THIS ROLE YOU ARE AGREEING TO OUR TERMS OF SERVICE WHICH TOGETHER WITH OUR PRIVACY STATEMENT GOVERN YOUR USE OF MORGAN MCKINLEY SERVICES.