Personal Assistant & Office Manager

Job description

Tasks

Personal Assistant Duties

• Extensive support as personal assistant for a team of 4 people (2 Managing Directors, 2 Directors), including full appointment and calendar management
• Management of monthly expense reports via Concur and weekly time recording via SAP
• High-quality document support, including formatting of presentations according to company/customer branding, efficient editing, preparation of print-ready documents and organization of printing/binding before meetings
• Coordination of all aspects of business travel: Flights, trains, accommodation, visas, meeting venues and meal reservations
• Assisting with event planning and coordination, including monthly internal social events such as team lunches and drinks
• Managing and updating CRM databases by managing contacts and ensuring data accuracy
• Performing ad hoc administrative tasks as required, such as filing, scanning, photocopying, archiving and running general errands
• Occasional support for the rest of the Dublin team as required

Office Manager Duties

• Management of all incoming calls on the Dublin main line and the wider team, message text and efficient appointment scheduling
• Supervision of reception operations, warm welcome of visitors and management of reception duties
• Coordination of catering and beverages for meetings and events; ensuring service quality in reception/meeting rooms
• Regular inspection and maintenance of office equipment such as printers, scanners and photocopiers
• Coordination of office repairs, maintenance and communication with the building management
• Basic IT support for employees before escalation to the IT helpdesk; cooperation with the IT department in device management
• Management of office floor plans, desk moves, onboarding and offboarding processes, including health and safety inductions
• Managing health and safety administration in the office: ensuring compliance, managing first aiders and fire wardens, regular inspections and monitoring the maintenance of fire safety equipment
• Carrying out risk assessments and security checks for offices and contractors
• Communicating Dublin-wide updates affecting transportation or office access, ensuring employees are aware of local events affecting the workplace

Requirements

• Experience as a personal assistant and office manager supporting senior executives
• Excellent organizational skills with a keen eye for detail
• Strong communication and interpersonal skills, able to represent the company in a professional manner
• Familiarity with Concur, SAP, Microsoft Office Suite and CRM systems is an advantage
• Ability to multi-task and adapt to a fast-paced, evolving environment
• A proactive and solution-oriented attitude with a friendly, approachable manner

We offer