Job Title: Executive Assistant / Administrative Officer
Location:Dublin (hybrid Tues - Thurs in office)
About the Role
We are seeking a highly organised and proactive Executive Assistant / Administrative Officer to support our executives, teams, and site operations. In this role, you'll manage a wide range of administrative responsibilities with minimal guidance, exercising excellent judgement, confidentiality, and discretion. You'll play a vital role in ensuring smooth day-to-day operations, enabling leadership to focus on strategic priorities, and fostering a positive workplace culture.
What You'll Do
- Culture & Community Support: Plan and organise site activities related to culture, community affairs, PR, and internal/external communications. Recommend and support initiatives to improve team dynamics and workplace effectiveness.
- Calendar Management: Proactively schedule, update, and optimise calendars for executives and teams, managing time zones, conflicts, and long-term planning.
- Travel Coordination: Arrange travel logistics, including visas, passports, itineraries, and on-call support during trips.
- Expense & Budget Management: Prepare and manage expense reports, process invoices, and track purchase orders.
- Meeting & Event Preparation: Organise meetings by ensuring logistics, agendas, and materials are ready and aligned. Plan and deliver team off-sites, summits, and site-wide events in collaboration with internal and external partners.
- Project & Programme Management: Support culture initiatives, process improvements, and site-level projects. Manage medium to large-scale projects from start to finish, resolving challenges proactively.
- Workplace Coordination: Assess and advocate for office space needs, liaising with workplace services to plan space allocations and moves.
What We're Looking For
- Proven experience in executive support, administration, or business operations.
- Strong organisational skills with the ability to manage multiple priorities independently.
- Excellent communication skills and ability to build strong working relationships.
- High level of discretion, judgement, and professionalism.
- Problem-solving mindset with the ability to anticipate needs.
- Proficiency in:
- Event and meeting management
- Calendar and travel coordination
- Expense and resource planning
- Team and relationship building
- Written communication
- Managing confidentiality
