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.
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 meetings with senior leadership teams, data cleansing, and best practice implementation.
* Provide senior leadership with actionable insights by utilising detailed reports and dashboards.
* Provide end-user training and support, troubleshoot issues, and act as the go-to expert for systems-related queries. Familiarise other users with systems, how to enter and manage updates.
* Attend and run meetings with various stakeholders—advising on data input and output for end users and the business.
* Collect forms and reports, updating systems accurately and promptly.
* Perform general administrative tasks such as data entry and document preparation. Maintain and update records and databases for systems to optimise business processes.
* Handle ad hoc administrative duties including phone calls, emails, and other communications. Draft, edit, and proofread correspondence as needed.
* Manage diaries for the Managing Director and serve as a point of contact for internal and external stakeholders.
* Arrange travel, including flights, accommodations, and transportation. Prepare travel documents to ensure a seamless experience.
* Prepare meeting agendas, board packs, materials, and follow-up actions. Attend meetings, take notes, and ensure action items are documented.
* Coordinate expense approvals, liaise with finance for invoice payments, and process expense claims and approvals efficiently.
* Manage event logistics for the division and collaborate on companywide events.
Successful Candidate Requirements
* Organised and proactive: Excel in multitasking, prioritising effectively, and maintaining attention to detail in a fast-paced environment.
* Tech-savvy: Proficient in tools like Teams, SharePoint, Excel, and willing to learn other organisational systems.
* Problem-solving: Address challenges independently, seek solutions, and demonstrate resourcefulness and initiative.
* Qualities: Work independently, assess and prioritise tasks, and proactively address issues.
* Confidentiality: Handle sensitive information discreetly and maintain confidentiality.
* Communication: Possess excellent organisational, written, and verbal communication skills.
* 5+ years of office administration experience, with proficiency in MS Office (Word, Excel, SharePoint, Teams, PowerPoint, Outlook).
* Construction administration experience (preferred):
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 that influences how the team operates, communicates, and tracks progress.
* Access ongoing training and development opportunities.
Ready to Apply?
If you're a detail-driven, systems-savvy team player who takes pride in supporting leaders and streamlining operations — we’d love to hear from you.
#J-18808-Ljbffr