PA/Office Administrator required for Media Communications Company in Dublin 22
This fast paced and dynamic media communications company are currently recruiting for a PA/Office Manager to join their team:
Job Responsibilities
Advanced, proactive diary management; to include internal/external meetings, conference calls, and ability to support orchestration of Off-Sites/Internal management meetings/board meetings
Manage complex multi-leg travel arrangements within policy.
Co-ordination of flights, trains, check in, VISAs, accommodation, and ground transportation logistics.
Handle a multitude of frequent changes at short notice and prepare accurate travel itineraries
Internal and external client handling to include client facing interaction and co-ordination of department scheduling & transactional activity
Oversight of expense processing
Ability to face off to wider support groups and partner with Business Management and other key business stakeholders cross the full business.
Ability to utilise internal systems, complete accurate data entry, produce reporting and collate information as required
Oversight for distribution lists, technology usage and other administrational housekeeping
Ensure communications are managed efficiently, with professionalism and discretion where necessary.
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Monitor and respond to internal and external inquiries and requests.
Handle extremely confidential information and exercise superior judgment, tact, diplomacy and discretion on all matters.
Organising meetings for the senior team, organising agendas, putting together PowerPoint presentations and taking minutes.
When required, plan and arrange off-site meetings and events, including arranging travel and accommodation, organising meeting space, catering and entertainment.
Act as the first point of contact for all office issues
Organising meetings to discuss team improvements and implementation of culture initiative
Overall responsibility for the smooth running of the office & administration function such as facilities, building maintenance, Suppliers & Vendors, company events etc
Required Qualifications, Capabilities, And Skills
Professional client handling, ability to build and maintain business relationships
Full competency in diary management, can apply good judgment and understand competing priorities
Strong, executive communication style both written and verbal
Experience of effectively arranging travel, production of accurate itineraries, plan B & C, able to navigate systems well and apply good judgment on how to optimise travellers time and business costs
Work across multiple time zones, arranging meetings, conference calls, Teams, presentations as necessary.
Strong awareness of expense systems and cost control initiatives e.g., can champion expense policy
Polished, professional approach, calm and composed manner, ability to work in a pressured environment and partner effectively across different hierarchies
Exhibits a positive, common sense approach and can drive forward seniors schedule for efficient time management
Has a high level of attention to detail and delivers high quality results
Understands the culture of an Film/TV/Media company and can quickly grasp the political landscape and key people within the organisation
Is a strong team player and solution orientated; has potential to act as a role model to peers
Fabulous opportunity for the right candidate.
This role offers a very flexible approach to working hours, with the freedom to structure your day in a way that suits both you and the business.
The position operates Monday to Friday and also offers flexibility around office-based and hybrid working arrangements.
Please note only candidates that match the minimum job requirements above will be contacted for this role.
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