Executive Assistant / Office Administrator / Receptionist Full-Time / On site Ardagh Group are seeking a highly organised, proactive, and professional Office Administrator / Receptionist to provide comprehensive administrative support to senior management while managing front-of-house responsibilities and ensuring the smooth, efficient day-to-day operation of the office.
This role requires a confident multitasker with excellent interpersonal skills and attention to detail.
Key Responsibilities (include but are not limited to): Executive Administrative Support Provide daily administrative assistance to senior leadership.
Coordinate internal and external meetings including scheduling, calendar management, meeting room bookings, and logistics (refreshments, lunches, taxis, accommodation, etc.).
Set up and manage Microsoft Teams/Zoom for virtual meetings.
Liaise with Executive Assistants across departments to support cross-functional scheduling.
Travel Event Management Organise domestic and international travel including flights, hotels, transfers, visas, and documentation.
Handle logistics for gifts, flowers, charitable contributions, and executive travel arrangements.
Reception / Front of House Greet visitors in a professional and welcoming manner.
Maintain staff, contractor, and visitor sign-in books.
Answer and route incoming calls appropriately.
Book meeting rooms and coordinate refreshments (tea, coffee, lunch) for visitors and meetings.
Order and manage supplies including newspapers, canteen items, and office essentials.
Arrange weekly staff lunches (menu selection, numbers, budget oversight).
Book taxis and hotels for visitors as required.
Accept deliveries and ensure appropriate distribution.
Issue and manage access control cards and Luas cards for guests and visitors.
Finance Expense Management Manage company Visa card: track expenses, collect receipts, and liaise with Finance.
Allocate and monitor expenses for various departments including HR and Social Committee.
Process and approve office-related payments in coordination with Finance and Treasury teams.
Records Compliance Maintain company records, including confidential meeting minutes.
Manage document storage, archiving, and secure destruction per company policy Coordinate document notarisation and apostille processes.
Skills Qualifications Essential: 5+ years in an Executive Assistant, Office Administrator, or Receptionist role.
Advanced proficiency in Microsoft Office (Outlook, Excel, Word, Teams).
Strong organisational and multitasking skills.
Professional communication skills, both written and verbal.
Demonstrated discretion and confidentiality.
Experience liaising with senior leadership, vendors, and external service providers.
Financial awareness and ability to manage budgets and procurement processes.
Ability to work independently and handle multiple priorities efficiently.
Desirable: Experience managing front-of-house operations or office facilities.
Previous experience with travel and event coordination.
Familiarity with notarial and apostille documentation.
Exposure to corporate environments and board-level support.
Personal Attributes Professional and approachable Confident problem solver with a hands-on attitude.
Detail-oriented with high standards of accuracy.
Adaptable and flexible; comfortable managing shifting priorities.
Closing date for applications; **********