Primary Responsibilities

• Office & Operations Support; Act as a key point of contact for general office administration
• Manage the main phone line, shared mailbox, post, couriers and document scanning
• Coordinate office supplies, kitchen stock, stationery, catering and meeting room requirements
• Support facilities-related tasks, including printer checks, meeting room equipment checks and general office readiness
• Liaise with building management, reception, security, suppliers and service providers
• Arrange meeting rooms, catering, visitor logistics and interoffice visitor communications
• Support internal meetings, team breakfasts, office events, charity events and seasonal activities
• Assist with meeting arrangements for external directors and visitors in Dublin or other locations as required
• Provide administrative support to senior management, including diary coordination, travel bookings and expense processing
• Assist with board meeting preparation, document handling and follow-up actions including completion of board minutes
• Support monthly reporting tasks and recurring administration deadlines
• Route invoices and supplier documentation to the correct internal teams
• Maintain annual leave and sick leave records
• Save, file and manage documents across internal systems and shared drives
• Assist with contract administration, signatures, notarisation, apostilling and courier arrangements where required
• Supporting the SVP, Operations on other ad-hoc projects and responsibilities as and when they arise

Requirements

• A bachelor’s degree in Business Administration, Management, Communications, Human Resources, or another relevant discipline
• Previous experience in office administration, operations support, team assistance or executive support
• Strong organisational skills and excellent attention to detail
• Confident communication skills, both written and verbal
• Good working knowledge of Microsoft Suite, Concur, SharePoint
• Ability to manage multiple tasks, deadlines and stakeholders calmly and in a positive manner
• Discreet, reliable and comfortable handling confidential information
• Proactive, practical and willing to get stuck in when needed