Office Manager & Personal Assistant (Maternity Cover)

About this role

We have an exciting opportunity for an enthusiastic, highly organized, and engaging Office Manager & Personal Assistant (Maternity Cover) to join our team, based in either our Dublin HQ or London office.

In this role, you will provide high-quality support to the CEO, managing priorities, coordinating schedules, and ensuring day-to-day operations run smoothly at a leadership level. You'll be a proactive self-starter who thrives in a fast-paced, global environment, working closely with the CEO, leadership team, and colleagues across our Dublin and London offices.

Alongside your executive support responsibilities, you will oversee the smooth running of the office, managing day-to-day operations and responding confidently to ad hoc requirements as they arise.

You will also contribute to creating a positive and well-connected workplace environment, supporting key moments that bring people together and enhance the overall employee experience.

Key Responsibilities Executive Assistance

• 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

Office Management

• 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

What We're Looking For

• 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)