Overview
Executive Business Administrator
Location: Hybrid (3 days/week in Dublin)
Contract: Until 31st December 2025 (POs approved quarterly)
We’re seeking a highly organized and proactive Executive Business Administrator to support a senior leader and their leadership team. This role is ideal for someone who thrives in a fast-paced environment, excels at managing complex schedules and logistics, and enjoys driving operational excellence across administrative workflows.
Key Responsibilities
* Manage dynamic calendars across multiple time zones, anticipating conflicts and resolving scheduling challenges.
* Coordinate domestic and international travel, including itineraries, visa arrangements, and briefing materials.
* Lead the team’s Rhythm of Business (ROB), including meeting agendas, pre-reads, logistics, notes, and action tracking.
* Handle expense submissions and reconciliations, monitor budget trackers, and manage vendor invoices.
* Oversee purchasing processes, including PO creation, contract routing, and audit-ready documentation.
* Support vendor setup, hardware/peripheral orders, and asset tracking in coordination with finance.
* Maintain team resources such as distribution lists, org charts, and shared repositories.
* Organize morale events and executive visits, and create polished presentations and communications.
* Coordinate onboarding/offboarding processes and liaise with Facilities to resolve workplace issues.
* Ensure compliance with internal policies and drive continuous improvement across administrative operations.
Oversight of Junior Group Administrator
* Prioritize and delegate tasks, balancing immediate needs with longer-term projects.
* Provide coaching on tools and policies, conduct quality checks, and ensure SLA adherence.
* Offer regular feedback and development support, and ensure coverage during peak periods.
* Consolidate reporting and escalate risks as needed.
Skills & Experience
* Minimum 5 years’ experience in executive-level administrative support.
* Proven ability to manage complex calendars and travel logistics.
* Strong communication, multitasking, and customer service skills.
* High proficiency in Microsoft Outlook and Office Suite (Word, Excel, PowerPoint).
* Experience mentoring or managing junior administrative staff.
* Ability to maintain confidentiality and stay organized under pressure.
* Previous experience in large tech or multinational environments is a plus.
#J-18808-Ljbffr