As a highly organized and experienced administrative professional, you will play a vital role in our team as a coordinator. You will be responsible for providing cross-functional administration support for key business initiatives as required by the Operations Director.
Key Responsibilities:
* Manage calendars, book travel, arrange visas, taxis, and prepare travel itineraries.
* Manage priorities for Operations Director, evaluate and modify emails, letters, agendas, and other forms of communication.
* Maintain operational reports, gather data, and visualize information.
* Prepare and share internal communications.
* Cover to support Executive Assistant at the Cork Campus.
* Provide logistical support for internal and external events.
* Responsible for event organization and travel arrangements for key global stakeholders.
* Process expenses in line with company policy.
* Administration of Core T&A for Global Team Members.
* Preparation of DHL documentation for shipment requests.
* Manage multiple priorities and provide ad-hoc project support.
* Establish and develop strong relationships with the administrative team and key stakeholders.
* Provide discreet and confidential coordination of sensitive business information including raising of purchase orders.
* Support for site projects groups e.g., Women's Network and Corporate Social Responsibility.
* Prepare presentation materials, produce reports, and maintain files/documents.
* Cover to support front of house activities (annual leave cover).
Requirements:
* Proven experience in assisting senior leaders and working with diverse teams.
* Digital savvy with proficiency in Microsoft Office tools including Outlook, Teams, PowerPoint, and Excel.
* Knowledge of Smartsheet is desirable but not essential.
* A high degree of self-management, organizational skills, and excellent communication skills (English oral and written).
* Excellent attention to detail including spelling, grammar, and formatting to ensure quality and accuracy of all outputs.
* Experience of managing a busy workload, including complex and competing priorities whilst remaining organized and professional, working to deadlines, and delivering under pressure.
* Knowledge and/or interest in Lean methods and standard work, always working from a Lean mindset. Proactively driving continuous improvement whilst demonstrating a behavior of thinking ahead of the curve.
* Capable of fostering close working relationships.
* Ability to provide absolute security for highly confidential information and to maintain the confidentiality of extremely sensitive information.
This role reports into the Operations Director. The ideal candidate should have the ability to work effectively in a fast-paced environment and be able to prioritize tasks accordingly.