Candidate must have valid visa to work in Ireland (Stamp 1G/Stamp 4/EU Passport)
Location: Dublin
Job type: Contract - 12 months
Sector and subsector: IT | Administrator
Overview:
We are hiring Administrative Support for our client based in Dublin with over 50 years in the tech industry. The role is based in Dublin and is a 12-month contract role.
The role:
This is a mid to senior level role. The successful candidate:
*Has demonstrated work experience in a fast-paced environment
*Exercises sound judgement, tact, diplomacy, integrity and professionalism in all transactions, demonstrating a positive "can-do" attitude
*Is self-driven; must possess an aptitude to work independently to achieve results with a high degree of accuracy and attention to detail
*Is action-oriented, has outstanding project and time management skills.
*Enjoys managing and dealing with significant change and reacts with appropriate urgency calmly to situations and/or events that require a quick response
*Is willing to take ownership and drive issues to a quick and solid resolution
Responsibilities:
Provide administrative support for the overall team
Calendar support for Senior Management/Director level
Schedule the Leadership Team Rhythm of Business - issue calendar invites, room bookings, monitor attendance, order catering (if required), record notes and actions discussed at meetings (as required) and follow-up on actions
Book travel and provide visa support for Senior Management/Director level
Prepare and submit expense claims for Senior Management/Director level
Book meeting rooms and catering as required (in line with budget provided)
Support the team in identifying and executing compliant procurement processes - this could include:
Submitting Purchase Orders on behalf of PO Owner
Uploading Contracts/Statements of Work for digital signature (where required by Policy)
Submitting Single Payment Requests on behalf of owner (where compliant with Policy)
Save supporting quotes, emails for POs to a business shared drive (so can be retrieved in the event of Internal Audit queries)
Set-up of New Vendors on My Order tool (where required and sufficient notice provided)
Hardware orders and asset tracking of devices for the department - in line with budget advised by Financial Controller
Directing owners to make payments using their AMEX cards (where relevant)
Help to educate PO owners and Invoice Approvers on their responsibilities in terms of accruals and providing proof of execution
Support the Leadership Team in the organisation of all logistics within an advised budget and formatting slides associated with large events including; All Hands, team offsites, Senior Executive visits etc
End to end management of Team Morale events
Support the Onboarding of New Hires to the team by ensuring
Delivery of device, peripherals and phone (if appropriate)
Providing direction to new hire on campus information and administrative tools e.g. travel tool, My Order, expense tool
Update organisational chart
Liaise with Retail Estate & Services team to resolve issues affecting general work area
Keep distribution lists / team aliases up to date
Maintenance of Teams Sites (add new users etc) and/or older SharePoint sites
Support ad-hoc projects and initiatives as directed by Hiring Manager
Be familiar with Microsoft Policies and support the Leadership Team by driving awareness and compliance with admin related policies across the team
Job requirements/Desired knowledge or certification:
Minimum of 3 years demonstrated successful work experience as a Personal Assistant or Group Admin
Knowledge and proficiency with Microsoft products including Outlook, Microsoft Office, Microsoft Teams
Strong planning and organisational skills with the ability to prioritise and problem solve plus change direction in response to ambiguous work situations
Highly motivated and flexible individual with ability to work under pressure and sometimes to short deadlines
Effective verbal and written communication skills
High level of integrity, confidentiality and discretion
Knowledge around overall PO management and finance practices would be an advantage
Ability to build effective working relationships inside and outside the workgroup considering working styles and perspectives of diverse individuals and group
Candidate must have valid visa to work in Ireland (Stamp 1G/Stamp 4/EU Passport)