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Office Manager - Personal Assistant (Maternity Cover)

Posted 10 hours 48 minutes ago by Jobtailor

Permanent

Full Time

Secretarial & PA Jobs

Dublin, Ireland

Job Description

Responsibilities

Provide high-quality administrative support to the CEO, including diary management, meeting coordination, agenda preparation, onboarding logistics, company All Hands meetings, and expense management
Manage the CEO's schedule and priorities, ensuring time is used effectively and key commitments are coordinated seamlessly
Coordinate board meeting logistics (typically quarterly), including travel, accommodation, and catering
Manage the company's travel system, coordinating travel arrangements for leadership and employees globally, and maintaining relationships with preferred providers
Support wider leadership team logistics and coordination as needed
Maintain a welcoming, professional office environment, acting as a key point of contact for employees, leadership, and visitors
Liaise with building management and oversee essential services, including facilities, maintenance, deliveries, post, and workplace safety
Manage office-related vendor contracts (e.g. facilities, cleaning, catering, supplies, and services), ensuring high standards and cost efficiency
Oversee office facilities and presentation, including coordinating cleaning schedules, submitting hours to payroll, and maintaining adequate stock levels
Manage office supplies and general provisions to ensure a well-functioning workplace
Process invoices and manage office budgets, ensuring accuracy and value for money
Organise and support company events and key moments throughout the year
Communicate with staff regarding office operations, responding promptly to issues as they arise

Requirements

Proven experience in an Office Manager and/or Personal Assistant role, ideally within a fast-paced, global organisation
A proactive, solutions-focused approach, with the confidence to take ownership and anticipate needs - particularly at senior leadership level
High level of discretion, professionalism, and sound judgement when handling confidential information
Strong organisational skills, with the ability to manage multiple priorities and maintain attention to detail
Ability to remain calm under pressure and adapt in a dynamic environment
Excellent communication and interpersonal skills, with a personable and approachable style
A collaborative mindset, with an interest in supporting a positive and well-functioning workplace culture
Strong proficiency in Microsoft Office (Word, Excel, PowerPoint)