Job Summary
The Sr. Administrative Assistant will provide complex calendar management, logistics support, and administrative assistance to the site project director for a manufacturing client in Limerick.
This is a 12-month contract initially.
Duties and Responsibilities:
* Manage the site project director's daily schedule, including coordinating meetings, appointments, and travel arrangements.
* Direct incoming requests to appropriate personnel and initiate contacts as required.
* Prepare materials for distribution and presentation at meetings, including assembling binders, pre-reads, and agendas.
* Collaborate with the Director to plan efficient and effective travel itineraries.
* Book and prepare travel arrangements, including registration, ground, air, and lodging.
* Maintain key contact information for the Director and ensure good communication through scheduled meetings and phone calls.
* Respond promptly and professionally to inquiries and contacts.
* Coordinate events and activities for small or large groups at off-site and on-site locations.
* Process expense reports for workshops and business travel.
* Interact with individuals from other organizations to coordinate schedules.
* Process accounts payable/invoices and direct incoming requests to the appropriate personnel.
* Maintain team/meeting distribution lists.
* Prepare correspondence and other materials for outgoing mail.
* Arrange details for visitors and maintain organization charts for the department.
* Understand and follow corporate and compliance policies.
* Maintain 100% training compliance.
* Report known or suspected compliance violations.
* Cooperate with audits or investigations.
* Comply with corrective action plans.
Requirements:
* Ability to work independently with high self-management skills in a dynamic environment.
* Effective time management to meet multiple demands.
* Experience interacting frequently with senior management.
* Proficiency in IT systems such as Outlook, PowerPoint, Excel, Word, and collaboration sites.
* High level of organizational and planning skills, professionalism, and attention to detail.
* Ability to maintain confidentiality and sensitive information.
* Ability to make decisions on behalf of business partners, including time-sensitive situations.
* Strong interpersonal skills and adaptability to frequent changes in priority.
* Accuracy and ability to manage urgent deadlines.
* Prioritization skills and ability to set own work priorities.
* Problem-solving skills and ability to make decisions when faced with clear alternatives.
* Leaving Certificate level or equivalent education, with preference for relevant third-level qualification.