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This is a permanent position working on site, 30 hours a week Monday – Thursday.
Key Responsibilities
The key responsibilities and duties will include:
- General office administration to all teams as necessary.
- Acting as PA to senior management.
- Main point of contact for facilities/building management to include resolving and escalating maintenance issues, ensuring the building is up to environmental and safety standards. Coordinating alarm applications and building access codes and meeting with the Managing Agent when required.
- Managing local office supply procurement.
- Liaising with the IT team to ensure smooth provisions/operations of IT and equipment.
- Organising and planning events, projects, meetings and external guests
- Health and safety responsibilities including reviewing and updating office H&S risk assessments, identifying concerns and recommending preventative measures, ensuring all company H&S certificates for Fire Wardens and First Aiders are current.
- Providing support to HR with onboarding and offboarding employees and any other local HR requirements.
- Preparing of board/general meeting packs and reports.
- Attending meetings as note taker.
- Document control e.g., maintaining files and organising post.
- Processing bank reconciliations.
- Company credit card receipts recording and reconciliation.
- Reconciling creditors and debtors accounts
- Assisting in annual financial audit.
- Company secretarial filings.
- Any other ad hoc duties required.
Skills, Knowledge and Expertise
Background
- Experience in a office management role working in small-to-medium sized firm.
- Experienced in PA/EA skills to support management up to senior level.
- Competent in MS Office products including Word, Excel and PowerPoint.
- Events planning and coordination experience.
- Exposure to bookkeeping/accounting.
Behaviours
- Willing to be flexible in line with business requirements.
- Excellent attention to detail and organised, with the ability to successfully handle multiple tasks simultaneously.
- Proactive and able to work independently as well as within a team.
- Good working relationships with stakeholders, with effective communication (verbal and written skills).
- Strong analytical and numerical skills.
- Excellent time management (desirable).
Qualifications
- Leaving Certificate pass level in English and Maths (essential).
- Diploma level qualification in secretarial/executive/business administration (preferred).
