Location: Dublin 15Reports
to: Managing DirectorTitle:
Business & HR AdministratorJob
Summary:We
are seeking a highly organised, proactive, and efficient Administrator to
provide comprehensive administrative support to the Managing Director (MD). In this
key role, you will act as a gatekeeper for the Managing Director, managing
communications, overseeing the smooth flow of information between the MD and
various departments, and ensuring the efficient operation of day-to-day
activities within the organisation.You
will be expected to manage priorities, facilitate cross-departmental
collaboration, and maintain confidentiality while balancing multiple tasks and
deadlines. Your ability to anticipate needs and take the initiative will be
crucial to your success.Key
Responsibilities:1. Administrative
Support to Managing Director:a. Serve
as the primary point of contact between the MD and internal/external
stakeholders.b. Manage
the MD’s calendar, including scheduling meetings, appointments, and travel
arrangements.c. Prepare
and organise reports, presentations, and other materials required for meetings.d. Draft,
proofread, and edit correspondence and internal documents as needed.e. Manage
confidential information and handle sensitive matters with discretion and
integrity.f. Manage
update of internal policies for MD as change required2. Gatekeeper
and Liaison:a. Act
as the gatekeeper to the MD, screening calls, emails, and requests for
information.b. Prioritise
and manage incoming inquiries, ensuring that urgent matters are escalated
appropriately.c. Coordinate
with all departments to ensure smooth communication between the MD and team
leaders.d. Oversee
the flow of information to and from the MD, ensuring that relevant information
reaches the appropriate departments in a timely manner. 3. Project
and Task Management:a. Coordinate
and track action items and deadlines across departments to ensure alignment
with the MD’s strategic goals.b. Assist
with organising and managing projects, ensuring milestones are met and progress
is reported to the MD.c. Collaborate
with department heads to ensure smooth execution of company initiatives.4. Meeting
Coordination and Follow-up:a. Organise
and coordinate meetings for the MD with both internal and external
stakeholders.b. Prepare
agendas, distribute meeting materials in advance, and take minutes during
meetings.c. Follow
up on meeting action items, ensuring tasks are completed and deadlines are met.5. Operational
Support:a. Maintain
office systems, processes, and documentation to ensure that the MD and the
organisation operate efficiently.b. Facilitate
communication and collaboration among departments, identifying and resolving
potential barriers to smooth operation.c. Support
the implementation of internal policies, procedures, and organisational changes
as needed.RequirementsRequired
Skills and Qualifications:Proven
experience as an executive assistant, administrator, or similar role,
preferably in a fast-paced corporate environment.Strong
organisational and time-management skills with the ability to prioritise and
multitask effectively.Excellent
written and verbal communication skills.High
attention to detail and accuracy.Ability
to work independently and take initiative, while also being a team player.Discretion
and confidentiality in handling sensitive information.Proficiency
in office software (e.g., Microsoft Office Suite, Google Workspace, etc.).Strong
interpersonal skills and the ability to build relationships with stakeholders
at all levels.Preferred
Qualifications:Experience
working directly with senior management or executives.Familiarity
with project management toolsA
background in operations or process management would be an advantage.Working
Conditions:Full-time
positionOccasional
overtime / Travel may be required based on business needs.Hybrid
role