Overview
Are you a highly organised professional who thrives in a fast-paced environment and enjoys supporting senior leadership while working with digital tools and systems?
We’re looking for a Division Administrator with strong systems experience to join our Ireland East team. You will support the Managing Director and senior leadership team, playing a key role in administration, coordination, reporting, and internal communications.
Responsibilities
Regional Secretary / Divisional Administrator
* Manage the systems applications and the day-to-day operation of those systems.
* Maintain accurate, up-to-date Systems records through regular meeting with senior leadership teams, data cleansing & best practice implementation.
* Provide senior leadership with actionable insights by utilising detailed reports & dashboards.
* Provide end-user training & support, troubleshoot issues, & act as the go-to expert for Systems related queries. Familiarise other users with systems, how to enter & manage updates.
* Attend & run meetings with various stakeholders - Advising stakeholders on input & output of data for end users & the business.
* Collection of forms & reports & updating systems accurately & in a timely manner.
* Perform general administrative tasks such as, data entry, & document preparation. Maintain & update records, databases for systems for business optimisation.
* Ad hoc Administrative Duties: Handle phone calls, emails, & other forms of communication. Draft, edit, & proofread correspondence as needed.
* Diary Management: Manage diary for Managing Director & be point of contact for a variety of internal & external stakeholders.
* Travel Coordination: Arrange travel itineraries, including flights, accommodations, & transportation. Prepare travel documents & ensure a seamless travel experience.
* Meeting Support & Board Packs: Prepare meeting agendas & board packs, materials, & follow-up actions. Attend meetings as required, taking notes, & ensuring action items are documented.
* Expenses: Coordinating the necessary approvals for expense claim forms, subsistence payments & other associated documentation or E-approvals in a timely & efficient manner. Liaise with finance department for invoice payments.
* Events: Managing event logistics for the division & work with others in relation to companywide events.
Experience
Successful Candidate Requirements:
Organised & Proactive: Excel in multitasking, prioritising effectively, & maintaining attention to detail in a fast-paced environment.
Tech-Savvy: Proficient in tools like Teams, SharePoint, Excel & be willing and capable to learn other systems used in the organisation.
Problem Solving: Address challenges independently & seek solutions to issues as they arise. Demonstrate resourcefulness & initiative.
Qualities: Working on their own initiative. Assess & prioritise tasks to ensure deadlines are met. Anticipate needs & proactively address issues before they arise.
Confidentiality: Handle sensitive information with discretion & maintain confidentiality.
Communication: Excellent organisational, written & verbal communication skills.
Qualifications
5 + years office administration experience with experience utilising MS Office - Word, Excel, SharePoint, Teams, PowerPoint& Outlook
Construction administration experience preferred
Additional Information
Why Join Us?
* Work directly with senior leaders and gain exposure to business strategy and operations.
* Be part of a collaborative and high-performing team.
* Enjoy a varied role where you’ll help shape how the team operates, communicates, and tracks progress.
* Access ongoing training and development.
Ready to Apply?
If you're a detail-driven, systems-savvy team player who takes pride in supporting leaders and making operations run smoothly — we’d love to hear from you.
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