Executive Assistant - Administrative Officer

Job Title: Executive Assistant / Administrative Officer

Location:Dublin (hybrid Tues - Thurs in office)

About the Role

You'll play a vital role in ensuring smooth day-to-day operations, enabling leadership to focus on strategic priorities, and fostering a positive workplace culture.

• Culture & Community Support: Plan and organise site activities related to culture, community affairs, PR, and internal/external communications. Recommend and support initiatives to improve team dynamics and workplace effectiveness.
• Calendar Management: Proactively schedule, update, and optimise calendars for executives and teams, managing time zones, conflicts, and long-term planning.
• Travel Coordination: Arrange travel logistics, including visas, passports, itineraries, and on-call support during trips.
• Expense & Budget Management: Prepare and manage expense reports, process invoices, and track purchase orders.
• Meeting & Event Preparation: Organise meetings by ensuring logistics, agendas, and materials are ready and aligned. Plan and deliver team off-sites, summits, and site-wide events in collaboration with internal and external partners.
• Project & Programme Management: Support culture initiatives, process improvements, and site-level projects. Manage medium to large-scale projects from start to finish, resolving challenges proactively.
• Workplace Coordination: Assess and advocate for office space needs, liaising with workplace services to plan space allocations and moves.

• Proven experience in executive support, administration, or business operations.
• Strong organisational skills with the ability to manage multiple priorities independently.
• Excellent communication skills and ability to build strong working relationships.
• High level of discretion, judgement, and professionalism.
• Problem-solving mindset with the ability to anticipate needs.
• Proficiency in:
• Event and meeting management
• Calendar and travel coordination
• Expense and resource planning
• Team and relationship building
• Written communication
• Managing confidentiality