Personal Assistant & Office Manager

Job description

Tasks

• Personal Assistant Duties
• Extensive support as personal assistant to a team of 4 (2 Managing Directors, 2 Directors), including full diary and calendar management
• Management of monthly expense reports via Concur and weekly time recording via SAP
• Document creation, including formatting presentations according to company/customer branding, efficiently editing changes, preparing print-ready documents and organizing printing and binding prior to meetings
• Coordinating all aspects of business travel: Flights, trains, accommodation, visas, meeting venues and meal reservations
• Assistance in the planning and coordination of events, monthly internal social events such as team lunches and drinks
• Maintaining and updating CRM databases by managing contacts and ensuring data accuracy
• Performing ad hoc administrative tasks as needed, such as filing, scanning, copying, 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
• Supervise front office operations, greet visitors in a friendly manner and manage reception activities
• Coordination of catering and beverages for meetings and events; ensuring service quality in reception and meeting rooms
• Regular inspection and maintenance of office equipment such as printers, scanners and copiers
• 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, carrying out regular inspections and monitoring the maintenance of fire safety equipment
• Carrying out risk assessments and safety checklists 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
• Proactive and solution-oriented attitude with a friendly, approachable manner