Description
Summary:
Provide high-quality administrative and operational support to a senior leader and leadership team, owning complex calendar and travel planning, orchestrating the team’s rhythm of business (ROB), driving operational excellence across purchasing, budgeting and compliance workflows, and serving as a primary interface with internal and external stakeholders. The role includes day-to-day oversight of a Junior Group Administrator, providing prioritization, mentoring, quality checks, and workload coordination.
Job Responsibilities:
• Manage complex, dynamic calendars across time zones; anticipate conflicts and drive resolution.
• Plan domestic and international travel (itineraries, visas, changes) and prepare briefing notes.
• Orchestrate the team Rhythm of Business (ROB): agendas, pre-reads, logistics, notes and action tracking for reviews, offsites, and all-hands.
• Prepare, submit and reconcile expenses in line with policy; monitor budget trackers and vendor invoices.
• Oversee compliant purchasing: raise/track POs and Single Payment Requests, support DocuSign contract routing, maintain audit-ready documentation.
• Oversee the set up new vendors; support hardware/peripherals orders; track assets with finance guidance.
• Maintain distribution lists and team aliases; keep org charts, Teams/SharePoint sites and shared repositories current.
• Create/format slides and communications; run logistics for morale events and executive visits.
• Oversee the coordination of onboarding/offboarding (equipment, access, tools orientation) and partner with Facilities to resolve workplace issues.
• Champion adherence to company policies (expenses, procurement, gifts & hospitality, information protection) and drive continuous improvement.
Oversight of Junior Group Administrator
• Prioritize and assign requests; balance near-term support needs with project work; ensure agreed SLAs on meetings, travel and expenses.
• Coach on policies and tools (MyOrder/POs, expenses, Teams/SharePoint); perform quality checks on submissions.
• Provide regular feedback and development support; ensure coverage during absences/peak periods.
• Consolidate reporting (action logs, budget/PO status) prepared by the Junior GA; escalate risks early.
Skills:
• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Strong ability to work independently and manage one’s time.
• Strong ability to keep information organized and confidential.
• Strong ability in event planning.
• Strong leadership and mentoring skills necessary to provide support and constructive performance feedback.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.
Education/Experience:
• 5+ years' experience required.
• Experience working with executives.
ADDITIONAL DETAILS:
- Experience in supporting a senior level (i.e. supporting a VP) or has experience with internal tools
- Heavy calendar management (the most important piece coming into this role)
- being able to do all the travel
- being able to go in the office
- someone that is really good in Outlook
- previous MSFT history would great (or big tech companies)
- really good in MS Office
Skills
Administration
Project management
Calendaring
Calendar maintenance
Job Title: Senior Executive Assistant
Location: Dublin, Ireland
Job Type: Contract
Trading as Aston Carter. Allegis Group Limited, Maxis 2, Western Road, Bracknell, RG12 1RT, United Kingdom. No. (phone number removed). Allegis Group Limited operates as an Employment Business and Employment Agency as set out in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. Aston Carter is a company within the Allegis Group network of companies (collectively referred to as "Allegis Group"). Aerotek, Aston Carter, EASi, Talentis Solutions, TEKsystems, Stamford Consultants and The Stamford Group are Allegis Group brands. If you apply, your personal data will be processed as described in the Allegis Group Online Privacy Notice available at (url removed)>
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