Office Manager/Executive Assistant

About the Role

This position will oversee the day to day operations of the office, ensuring a safe, secure, and well maintained working environment in line with Health & Safety regulations. The role also provides high level executive and administrative support to the Executive and Management teams.

Location: Dublin

Key Responsibilities

• Act as main point of contact for office facilities, liaising with third party vendors and the Landlord to ensure issues are resolved promptly.
• Manage security access cards and generate ad hoc reports as required.
• Ensure office security protocols are followed at all times, including visitor sign in procedures.
• Oversee the annual PAL Unit/keyholder upload process.
• Liaise with Pepper Advantage UK to update internal posters and office signage as required.
• Manage stationery and kitchen supplies.
• Reconcile company credit card transactions on a monthly basis.
• Order and track employee incentives (e.g. gift vouchers).
• Monitor and track all Christmas deliveries in line with the Corporate Gift Policy.

Executive & Administrative Support

• Provide high level EA support including diary management, travel arrangements, and preparation of agendas and PowerPoint presentations.
• Organise internal and external meetings, events and company activities.
• Manage confidential correspondence and provide administrative support to senior leadership.
• Manage internal and external communications on behalf of executive management where appropriate.
• Handle visitor logistics, including meeting room bookings, set up and general facilities support.
• Support HR with onboarding new employees, employee engagement initiatives, and training coordination.

Health & Safety Responsibilities

• Oversee risk assessments.
• Coordinate external vendors to deliver First Aid and Manual Handling training, ensuring compliance with H&S guidelines.
• Accident and incident reporting.
• Arrange VDU and risk assessments for Dublin and Shannon offices as required.
• Liaise with the external Health & Safety contractor to ensure compliance with regulatory requirements.
• Schedule and minute quarterly Health & Safety committee meetings and office inspections.
• Review, update, and upload the Health & Safety Policy and Annual Safety Statement.
• Ensure completion of the annual Vodafone Bulk test.
• Ensure employees driving for work (using their own cars) comply with all Health & Safety Policies and Procedures and maintain the relevant records.
• Coordinate eyesight screening.

Reception & Administrative Duties

• Greet and welcome clients, candidates, and visitors in a professional and friendly manner.
• Manage incoming calls promptly and efficiently.
• Distribute incoming post and overnight deliveries from the Shannon office in a timely manner; liaise with courier services when necessary.
• Assist with employee travel arrangements and maintain the Travel Log Spreadsheet.

Essential Skills & Experience

• 2-4 years' experience as an Executive Assistant or PA supporting C Suite or executive level leadership.
• Previous office management experience working in a fast paced environment.
• Excellent organisational skills and ability to multitask effectively.
• Ability to remain composed and focused in a fast paced environment with shifting priorities.
• Highly self motivated, collaborative work style with the ability to operate autonomously.
• Excellent written and verbal communication skills.
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

Desirable Qualifications & Experience

• Health & Safety qualification.
• Knowledge of Health & Safety Regulation.

Competencies

• IT Knowledge.
• Accuracy & Quality.
• Customer Service & Commercial Awareness.
• Communication & Interpersonal Skills.
• Organisational Skill.
• Presentation Skill.
• Taking Responsibility.
• Team working.
• Time Management.

Pepper is an equal opportunities employer.