Executive Assistant & Receptionist - North Dublin

at  Comfort Keepers Homecare Ireland

The Company:
Comfort Keepers Ireland is one of the largest home care providers in Ireland. Our aim is to enable people stay happy at home by delivering quality homecare to our clients by placing their needs at the forefront of what we do. We are Multi award winning firm with 1,100 employees in care and office roles we Operate in 22 counties. Our mission to provide our clients with the highest level of quality of life that is achievable. We shall treat each of our clients and colleagues with the respect and dignity they deserve, as though we were caring for a member of our own family.
The Role:
Based in Santry Dublin 17, The role of Executive Assistant to the CEO and HQ Receptionist, will require confidentiality, proven verbal/written communication and organisational skills, combined with the ability to work autonomously and in collaboration with the wider team.
As the first point of contact for visitors to our HQ as well as EA to the CEO, the role holder would need the ability to prioritise and deal with requests and demands from several different business areas simultaneously, as well as being flexible and able to manage workload in a fast-paced environment while remaining cheerful, professional and helpful.

• Support the CEO as needed in relation to all projects, as well as arranging internal or external meetings / events, conducting research and other similar tasks
• Organise and coordinate the scheduling appointments, coordinating logistics of site visits etc
• Manage and arrange travel for CEO
• On behalf of the CEO, provide support as required to other directors, shareholders or investors
• Receive and triage incoming written communication to appropriate staff and facilitate response or action to be carried through by CEO as needed
• To co-ordinate/control bookings of training room and boardroom
• Ensure that the boardroom is maintained appropriately and prepare for meetings on request
• Take responsibility for co-ordinating and maintaining the board room supplies (tea, coffee, water, etc)
• Be the first point of contact for visitors to Comfort Keepers; meeting and greeting visitors, ensuring they sign in; and adherence to health and safety protocols regarding visitors to site
• First point of contact for all incoming calls, including transferring to the relevant person, taking messages and forwarding them via email
• Managing all post in a timely manner; both incoming and outgoing; ensuring appropriate postage stamps area available
• Screening and promptly responding to emails using Microsoft Office Outlook
• Ensure all messages are accurately recorded and relayed without delay
• Maintain and update office phone list, email distribution lists, and other similar systems
• Manage all aspects of reception area
• Serve as the initial point of contact for main office suppliers, such as maintenance, mailing, supplies, repairs, and cleaning. Monitor office machines and systems, and problem-solve issues as needed
• Ensuring the office is fully stocked with all its needs, from PPE, stationary to cleaning and kitchen supplies
• Work with the facilities manager to make sure that cleaning of offices is happening for all HQ Buildings
• Manage Nationwide PPE stock for offices & Care staff
• Issuing I.D. photos/badges
• Support with Audits and Recruitment such us contacting carers or candidates to submit required documentation
• Design, communicate and oversee implementation of office operations, policies and procedures
• The preparation of documents, letters, reports, etc using programs such as Microsoft Word, Excel, PowerPoint and Publisher
• To assist in other areas of business when required
• General administrative support to the whole business
• Develop strong working relationships with directors, shareholders or investors
• Continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations