Executive Assistant / Office Administrator / Receptionist
Full-Time / On site
Ardagh Group are seeking a highly organised, proactive, and professional Office Administrator / Receptionist to provide comprehensive administrative support to senior management while managing front-of-house responsibilities and ensuring the smooth, efficient day-to-day operation of the office. This role requires a confident multitasker with excellent interpersonal skills and attention to detail.
Key Responsibilities (include but are not limited to):
Executive & Administrative Support
* Provide daily administrative assistance to senior leadership.
* Coordinate internal and external meetings including scheduling, calendar management, meeting room bookings, and logistics (refreshments, lunches, taxis, accommodation, etc.).
* Set up and manage Microsoft Teams/Zoom for virtual meetings.
* Liaise with Executive Assistants across departments to support cross-functional scheduling.
Travel & Event Management
* Organise domestic and international travel including flights, hotels, transfers, visas, and documentation.
* Handle logistics for gifts, flowers, charitable contributions, and executive travel arrangements.
Reception / Front of House
* Greet visitors in a professional and welcoming manner.
* Maintain staff, contractor, and visitor sign-in books.
* Answer and route incoming calls appropriately.
* Book meeting rooms and coordinate refreshments (tea, coffee, lunch) for visitors and meetings.
* Order and manage supplies including newspapers, canteen items, and office essentials.
* Arrange weekly staff lunches (menu selection, numbers, budget oversight).
* Book taxis and hotels for visitors as required.
* Accept deliveries and ensure appropriate distribution.
* Issue and manage access control cards and Luas cards for guests and visitors.
Finance & Expense Management
* Manage company Visa card: track expenses, collect receipts, and liaise with Finance.
* Allocate and monitor expenses for various departments including HR and Social Committee.
* Process and approve office-related payments in coordination with Finance and Treasury teams.
Records & Compliance
* Maintain company records, including confidential meeting minutes.
* Manage document storage, archiving, and secure destruction per company policy
* Coordinate document notarisation and apostille processes.
Skills & Qualifications
Essential:
* 5+ years in an Executive Assistant, Office Administrator, or Receptionist role.
* Advanced proficiency in Microsoft Office (Outlook, Excel, Word, Teams).
* Strong organisational and multitasking skills.
* Professional communication skills, both written and verbal.
* Demonstrated discretion and confidentiality.
* Experience liaising with senior leadership, vendors, and external service providers.
* Financial awareness and ability to manage budgets and procurement processes.
* Ability to work independently and handle multiple priorities efficiently.
Desirable:
* Experience managing front-of-house operations or office facilities.
* Previous experience with travel and event coordination.
* Familiarity with notarial and apostille documentation.
* Exposure to corporate environments and board-level support.
Personal Attributes
* Professional and approachable
* Confident problem solver with a hands-on attitude.
* Detail-oriented with high standards of accuracy.
* Adaptable and flexible; comfortable managing shifting priorities.
Closing date for applications;