About the Role
This position will oversee the day-to-day operations of the office, ensuring a safe, secure, and well-maintained working environment in line with Health & Safety regulations.
The role also provides high-level executive and administrative support to the Executive and Management teams.
Location: Dublin
Key Responsibilities
Act as main point of contact for office facilities, liaising with third-party vendors and the Landlord to ensure issues are resolved promptly.
Manage security access cards and generate ad-hoc reports as required.
Ensure office security protocols are followed at all times, including visitor sign-in procedures.
Oversee the annual PAL Unit/keyholder upload process.
Liaise with Pepper Advantage UK to update internal posters and office signage as required.
Manage stationery and kitchen supplies.
Reconcile company credit card transactions on a monthly basis.
Order and track employee incentives (e.g. gift vouchers).
Monitor and track all Christmas deliveries in line with the Corporate Gift Policy.
Executive & Administrative Support
Provide high-level EA support including diary management, travel arrangements, and preparation of agendas and PowerPoint presentations.
Organise internal and external meetings, events and company activities.
Manage confidential correspondence and provide administrative support to senior leadership.
Manage internal and external communications on behalf of executive management where appropriate.
Handle visitor logistics, including meeting room bookings, set-up and general facilities support.
Support HR with onboarding new employees, employee engagement initiatives, and training coordination.
Health & Safety Responsibilities
Oversee risk assessments.
Coordinate external vendors to deliver First Aid and Manual Handling training, ensuring compliance with H&S guidelines.
Accident and incident reporting.
Arrange VDU and risk assessments for Dublin and Shannon offices as required.
Liaise with the external Health & Safety contractor to ensure compliance with regulatory requirements.
Schedule and minute quarterly Health & Safety committee meetings and office inspections.
Review, update, and upload the Health & Safety Policy and Annual Safety Statement.
Ensure completion of the annual Vodafone Bulk test.
Ensure employees driving for work (using their own cars) comply with all Health & Safety Policies and Procedures and maintain the relevant records.
Coordinate eyesight screening.
Reception & Administrative Duties
Greet and welcome clients, candidates, and visitors in a professional and friendly manner.
Manage incoming calls promptly and efficiently.
Distribute incoming post and overnight deliveries from the Shannon office in a timely manner; liaise with courier services when necessary.
Assist with employee travel arrangements and maintain the Travel Log Spreadsheet.
Essential Skills & Experience
2–4 years' experience as an Executive Assistant or PA supporting C-Suite or executive-level leadership.
Previous office management experience working in a fast-paced environment.
Excellent organisational skills and ability to multitask effectively.
Ability to remain composed and focused in a fast-paced environment with shifting priorities.
Highly self-motivated, collaborative work style with the ability to operate autonomously.
Excellent written and verbal communication skills.
High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
Desirable Qualifications & Experience
Health & Safety qualification.
Knowledge of Health & Safety Regulation.
Competencies
IT Knowledge.
Accuracy & Quality.
Customer Service & Commercial Awareness.
Communication & Interpersonal Skills.
Organisational Skill.
Presentation Skill.
Taking Responsibility.
Team working.
Time Management.
Pepper is an equal opportunities employer.
#J-*****-Ljbffr