The role of the EA/Office Manager is to provide site support for Dublin office. Also, provide support to Assistant Treasurer in managing his schedule, communications, and other tasks, as necessary, towards an effective discharge of his responsibilities. This role directly reports to Assistant Treasurer, based in Dublin, Ireland.
Responsibilities:
Site Support:
* Coordinate with office security officer on all aspects of site safety, make recommendations, communicate, and coordinate changes as required.
* Supervise CBRE Office Facilities Coordinator to ensure best in class day to day management of the office.
* Oversee external contractors on facilities management matters.
* Oversee and manage office space requirements for new or current employees and visitors and coordinate office moves and changes.
* Organize support for new hire on-boarding and assist in transitioning exiting employees.
* Maintain landlord/tenant relationship.
* Monitor operations including the performance of vendors, service providers, food & event services, mail/post services, building & equipment maintenance, all audits and other operational requirements for the office.
* Plan, organize and execute team social and learning events.
* Prepare and process PO's for all office related invoices. Review all vendor invoices, work with providers if any discrepancies.
Executive Support:
* Managing executives’ calendars and set up meetings.
* Managing information flow in a timely and accurate manner.
* Acting as the point of contact among executives, employees, banks, and other external partners.
* Create time for the site leader and direct reports to focus on internal and external priorities by proactive prioritization of calendar meetings.
* Join direct report meetings, identifying employee related actionable items, delegating and tracking these to wider team.
* Work closely with the Communications team to achieve effective comms channels and employee engagement activities.
* Handling confidential information with discretion.
* Work collaborative and dynamically across multiple regions when required to support team building activities.
Desired Characteristics:
* Excellent communication skills.
* Confidence / Assertiveness.
* Good relationship management & project management skills: project plan development, managing stakeholders and execution.
* Customer service focus.
* Ability to work in an international team and consensus building environment.
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