Job Overview
* We are seeking an experienced Administrative Assistant to join our team in Cork and provide high-level administrative support to the Operations Director.
About the Job
The ideal candidate will have a proven track record of providing exceptional administrative support, managing multiple priorities, and communicating effectively with senior leaders and teams. You will be responsible for managing calendars, booking travel, arranging visas, taxis, and preparing travel itineraries, as well as maintaining operational reports, data gathering, and visualisation.
You will also be responsible for preparing and sharing internal communications, providing logistical support for internal and external events, and coordinating travel arrangements for key global stakeholders. Additionally, you will process expenses in line with company policy and administer Core T&A for Global Team Members.
Key Responsibilities
* Provide administration support for key business initiatives as required by the Operations Director.
* Manage calendars, book travel, arrange visas, taxis, and prepare travel itineraries.
* Manage priorities and communication for the Operations Director, including emails, letters, and agendas.
* Maintain operational reports, data gathering, and visualisation.
* Prepare and share internal communications.
* Cover for Executive Assistant at the Cork Campus.
* Provide logistical support for internal and external events.
* Organise and coordinate travel arrangements for key global stakeholders.
* Process expenses in line with company policy.
* Administer Core T&A for Global Team Members.
* Prepare DHL documentation for shipment requests.
* Manage multiple priorities and provide project support.
* Develop relationships with administrative teams and key stakeholders.
* Coordinate sensitive business information, including purchase orders.
* Support site projects groups, such as Women's Network and Corporate Social Responsibility.
* Prepare presentation materials, reports, and maintain files/documents.
* Cover for front of house activities.
Required Skills and Qualifications
* Proven experience assisting senior leaders and working with diverse teams.
* Digital savvy with Microsoft Office skills, including Outlook, Teams, PowerPoint, and Excel.
* Familiarity with Smartsheet is desirable but not essential.
* High degree of self-management, organisational skills, and excellent communication (English oral and written).
* Attention to detail, ensuring quality and accuracy of all outputs.
* Experience managing a busy workload, complex priorities, and deadlines.
* Knowledge of Lean methods and standard work, driving continuous improvement.
* Able to foster close working relationships.
* Ability to handle confidential information securely.