Role purpose
We have an interesting opportunity available for an ambitious Office Manager and Executive PA to join our growing team in Dublin
.In this exciting role, you will be responsible for providing comprehensive support to the Dublin team, ensuring that the Dublin office functions effectively, and that all internal and external interactions and events are well organised and run smoothly. In addition, you will act as an Executive PA to our CEO for Europe, and others as requested
**.
What will you be doin**
g?Key responsibilities will includ
**e:
Office Managem**
* entWorking with the central Workplace & Office Services team to arrange, review and negotiate service contracts relating to cost-effective running and maintenance of the Dublin office, including telecoms and office suppl
* iesLiaising with the external building management team, as required, to ensure compliance with building and office management requireme
* ntsMeeting and greeting colleagues and visitors to the off
* iceMonitoring office-related expenses and contributing to budget planning and cost contr
* ol.Building long-term relationships with suppliers and service providers to ensure quality and reliabili
* ty.Risk & Compliance Oversight: working with the Workplace & Office Services team to ensure the office complies with health and safety regulations, GDPR, and other relevant legal requiremen
* ts.Coordinating office cleaning services, checking and maintaining standards to comply with security protoc
* olsAssist in the induction of new staff, ensuring relevant documentation is maintained, including liaising with the People Partners regarding residency permits and liaising with IT to ensure setting up new computer systems and iPho
* nesAdministration of travel for the Dublin team and travel arrangements for visit
* orsCreating and maintaining office guidelines, in conjunction with the Workplace & Office Services te
* am.Dealing with troubleshooting of system breakdowns and disruptions with
* ITEnsuring the office has all necessary equipment and suppl
* iesArranging local events and activities, in liaison with the Social ERG, and managing interactions and relationships with visitors to the Dublin off
* icePromoting a positive and inclusive office culture aligned with company valu
* es.Providing regular updates to leadership on office operations, issues, and improvemen
* ts.Assisting with the management of desk allocations, meeting room usage, and future office layout chang
* es.Implementing environmentally friendly practices (e.g., recycling programs, energy-saving measure
* s).Liaising with our CSR to organise appropriate charity events or volunteering opportunities that connect the office with the local commun
**ity
Executive PA Sup**
* portProvide Executive PA support to the CEO of NorthStandard Europe and other members of the local Leadership Team, as and when requested by the
* CEOProvide line management support for office administrators and PAs, as and when requested by the
* CEOManaging the CEO's calendar, scheduling meetings, and coordinating appointm
* entsOrganising internal and external meetings, including logistics, agendas, and follow
* -upsPreparing briefing documents, reports, and presentations for meet
* ingsCoordinating travel arrangements, including flights, accommodation, and itinera
* riesManaging visa applications and travel documenta
* tionHandling expense claims and reconciliation of travel and entertainment bud
* getsSupporting the CEO in preparing for board meetings and leadership rev
* iewsMaintaining confidentiality and handling sensitive information with discre
* tionLiaising with senior stakeholders, clients, and external partners on behalf of the
* CEOActing as a point of contact between the CEO and internal t
* eamsSupporting the CEO in people-related matters such as onboarding, performance reviews, and team communicat
* ionsCoordinating executive team offsites, workshops, and ev
* entsDrafting correspondence, reports, and executive summa
* riesMaintaining accurate records and filing sys
* temsMonitoring deadlines and ensuring timely completion of t
**asks
Accou**
* ntingMaintaining Office Records: Keeping accurate records of contracts, maintenance logs, and compliance docu
* mentsAssist with the preparation of budgets, monthly forecasts and Aud
* itingProviding accountancy breakdown/analysis as and when req
* uiredHandling daily office-related payments including petty
* cashAssisting Payroll with any salary issues or staff tax liabilities queries lo
**cally
Health and**
* SafetyAct as the local office Health & Safety Officer in support of centra
* l teamWellbeing & Engagement Initiatives: Supporting employee wellbeing through initiatives, resources, and feedback mecha
* nisms.Responsible for maintenance of first aid
* boxesAssisting with Risk Assessments and Health & Safety inspections. Reacting to requirements as nece
* ssary.Emergency Preparedness: Coordinating fire drills, evacuation plans, and emergency contact proce
* dures.Keeping Office Maintenance lists up t
* o dateLiaising with companies in respect of equipment and se
* rvicesCarrying out additional support as req
**uested
Ab**
out youSkills/Qualifications/Exp
erienceEs
* sentialSignificant administrative/office management exp
* erienceExcellent working knowledge of MS Office (Including Word, PowerPoint, Excel, Outlook) and preferably Wo
* rksite.Excellent verbal and written communication
* skills.Well-organised with the ability to prioritise tasks and work under pressure to meet dea
* dlines.Confident demeanour, able to build relationships and provide excellent service to internal and external clients and M
* embers.Self-motivated and able to work on your own initiative. Acts as a positive role model, developing trust, demonstrating a 'can do' attitude and flexibility in approaching business
* needs.The ability to exercise discretion and act with integrity in all situ
* ations.Excellent attention to detail with a focus on continuous improvement of working practices and IT
* skillsA team player who works constructively and collectively with coll
**eagues.
Note: The nature of this role will mean full-time working from the office subject to agreement on an ad-hoc basis with**
**the CEO.
W**
ho we are
We are a specialist marine insurer and a member of the International Group of Protection and Indemnity clubs, owned by its shipowner members and controlled by a board of directors drawn from its membership. We're one of the world's leading and most influential P&I Clubs. Employing over 600 people globally, we provide an unmatched depth and breadth of expertise to ou
**r members.
Our culture and what to exp**
ect from us
Our culture is hugely important to us enabling us to fulfil our brand promise, 'Taking on tomorrow, together'. Together we are empowered, inquisitive and courageous, giving the best of ourselves to our colleagues, customers, members and the communiti
es we serve.We provide excellent service to members, build long-lasting relationships built on trust and understanding, and treat our colleagues in the same way. It doesn't matter who you are or what you do, we all act as role models and celebrate our cultural
**principles.
We provide our people with a fantastic benefits packa**
* ge including:
* Hybrid working27 days annual leave + bank holidays (rising with lengt
* h of service).An annual company
* bonus scheme.15% employer pension
* contribution.2 days volu
* nteering leavePrivate Medi
* cal Insurance.
* Life InsuranceA health c
* are cash plan.Structured learning and development with support towards obtaining professional qualifications that are relevan
* t to your job.Gym Allowance/Access to Office Gym an
*d much more...
Salary*
starting from €5
0,000 per annum