Are you an experienced Team Assistant or Office Coordinator looking for a role in an award winning Animation organisation based in Dublin on a 12 month Fixed Term Contract? In this role you will be responsible for providing administrative support to the executive team members as directed to ensure that company goals and objectives are accomplished and that operations run smoothly.
What will I be responsible for?
- Assist VP and exeutive team members.
- Manage all incoming mail, respond, file, and forward as needed.
- Schedule meetings, manage diary, and act as the first point of contact.
- Prepare agendas, take minues, and track action points.
- Arrange travel, book hotels, and create itineraries.
- Handle expenses, invoices, and reimbursements.
- Prepare meeting materials, screening links, and PowerPoint presentations.
- Compile notes and travel packs; assist with client follow-ups.
- Conduct research as needed.
- Maintain electronic and paper filing systems.
- Update internal trackers and spreadsheets regularly.
- Oversee office organization and supplies.
- Track deal memos, forecasts, and internal approvals.
- Update distribution, acquisition, and pitch trackers; send status updates.
- Serve as the Dublin point of contact for the distribution team.
- Manage and track travel and expense budgets.
- Set up calls, manage emails, and identify alternative contacts.
- Organize meeting rooms, catering, and materials.
- Track memberships and subscriptions.
- Maintain organized paperwork.
- Assist with projects as required.
What are the requirements?
- Minimum of 2-4+ years' experience in a similar position and environment is essential
- Exceptional organizational skills with an ability to work to, and implement own processes
- Extensive MS Office skills in Outlook, Word, PowerPoint and Excel and a high level of word processing accuracy
- Excellent telephone manner and strong communication skills
- High level of ability in letter composition and numerical ability
- Experience of working with senior level managers
- Ability to act on own initiative and strong problem-solving ability
- Attention to detail and ability to prioritise
- Enthusiasm and positivity and an eagerness to learn and develop
- Experience of working with international clients desirable
- Ability to deal with a busy, pressurised environment, where priorities can change quickly.
- Understanding of the need for absolute confidentiality.
If you are interested in hearing more, don't hesitate to apply today
