Job Description:
The company '{company}' is seeking a highly skilled Receptionist/ Office Administrator to join their team in Dublin 12.
Key Responsibilities:
* Welcome guests professionally and announce their arrival to the appropriate contact.
* Assist customers who arrive onsite for collection of lost property and liaise with customer service team upon arrival.
* Ensure all visitors are provided with Hi-Vis and complete visitor H&S brief.
* Answer general queries from various contacts.
* Maintain visitor logs and office supplies.
* Diary management for Directors and Heads of Departments, including scheduling internal and external meetings.
* Review and track incoming enquiries, responding directly or drafting correspondence on behalf of Managing Director when required.
* Provide support to Managing Director as needed.
* Distribute post to relevant departments and meet room bookings.
* Ensure meeting rooms are set up for external meetings with refreshments and lunches if required.
* Taking minutes and follow up with action points.
* Collaborate management documentation for management meetings and ensure timely distribution.
* Book off-site meetings/training and raise PO orders and expenses as required.
* Support departments with events and projects.
* Book travel arrangements and perform other reasonable tasks requested by the leadership team.
Knowledge and Experience:
* Demonstratable experience as a Personal Assistant.
* Coordinating, drafting, and collating board reports and ensuring timely submission.
* Producing draft correspondence and presentations that reflect understanding of issues and consistency with Managing Director's tone/style.
* Strong communication skills via email, verbally, and face-to-face.
* Excellent organisational skills and proactive thinking.
* Prioritising workload and meeting unexpected deadlines.
* Collaborating with colleagues, external stakeholders, suppliers, and customers.
* Proactive and proficient diary management.
* Interpersonal, diplomatic, and communication skills.
* Exercising discretion and confidentiality.
* Strong attention to detail and efficiency in computer skills and Microsoft packages.
General Safety Responsibilities:
To act in a manner ensuring health, safety, welfare, environment, and fire safety of yourself and others in the organisation, as well as any clients and visitors.
Ensure emergency and evacuation arrangements are understood by you and any guests to company premises.
Maintain your working environment in a safe and tidy condition and identify any unsafe practices or safety risks in the organisation, reporting through appropriate channels.