Candidate must have valid visa to work in Ireland (Stamp 1G/Stamp 4/EU Passport)
Location: Dublin, Onsite
Job type: Contract - 12 month
Sector and subsector: IT | Administration
Overview:
We are hiring for Administrative Support for our client based in Dublin. This role is a full time, 12-month contract.
The role:
The successful candidate:
· Has demonstrated work experience in a fast-paced environment
· Exercises sound judgment, 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 of <enter # of people on team> located between <enter locations>
- Calendar support for <enter details of who will be supported - recommended Director level and upwards only>
- 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 <enter titles of who will be supported - recommended Director level and upwards only>
- Prepare and submit expense claims for <enter titles of who will be supported - recommended Director level and upwards only>
- 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)
