Position Title: Executive Assistant & Office Manager
Reports to: CEO
Start Date: ASAP
Contract Type: Permanent - Full-time.
Probation Period: 6 months
Location: Dublin - City Centre (on-site)
Salary: To be discussed at interview stages. Dependent on experience.
Ordinary hours of work: 37.5 hours per week.
Occasional overtime may be required to perform the duties of the role
Travel: Occasional Inter-city travel to and from Iconic Office locations may be required as part of the role
Group Companies:
Employment with the Company for purposes of this Agreement shall include employment with any subsidiary.
About Iconic Offices:
Iconic Offices provides premium workspaces, business networks, and services across Ireland with locations in Dublin and Cork.
Founded and headquartered in Dublin, Iconic is home for over 65 staff and 2500 members nationally ranging from small business to non-profit and corporations.
Established in 2013, our mission is to create the best flexible workspace offering in the market with six-star customer service. Iconic is a fun, energetic, and dynamic environment with plenty of room for growth - as we continue to build the best place to create, share, and work with others, there's a perfect place for you to grow with us.
The Role
This is an excellent opportunity for an experienced executive assistant or office manager to join a progressive Irish-owned and operated flexible working provider and assist us in driving our company mission forward. This role sits at the heart of our organisation and supports our chief line across a number of various administrative tasks and projects. You will work closely with this team in providing administrative and secretarial support, including but not limited to; clerical duties, project support, meetings and events management, handling diaries and travel schedules, preparing reports and liaising with key stakeholders (both internal and external).
In addition to the EA duties, this role also takes the lead in coordinating the office management of our HQ team of 30 people. This role will handle all stationery, kitchen orders, and various ad-hoc office management initiatives and projects.
Responsibilities & Accountabilities:
Executive Assistant Responsibilities to our Leadership Team:
* Work directly with our CEO and Founder to support all aspects of their daily work routine;
* The role also supports the remainder of the Iconic Offices Leadership team as and when required;
* Act as a point of contact for Leadership team members, coordinating communications and diary management for internal and external stakeholders;
* Draft and send communications on behalf of the CEO and Founder;
* Organise and prepare for meetings, including gathering documents and coordinating any logistics;
* Take minutes during meetings;
* This role will be privy to sensitive information and as such, confidentiality is of utmost importance;
* Screen and direct phone calls - distribute correspondence as necessary;
* Monitor and control company expenditures to ensure budget adherence;
* Partner with other departments and assist them in achieving their objectives through Leadership support and guidance;
* Take a lead role in driving efficiency and reporting by improving internal processes and procedures;
* Ensure effective communication within the team and with other departments;
* Manage workload distribution and prioritise tasks to meet deadlines;
* Other various ad hoc projects as directed by the Leadership team;
* Live and breathe our values: Collaborative, Real, People.
Office Management:
* Act as the main contact for all HQ office facilities and functions;
* Ensure the office is adequately stocked with stationery and/or other office supplies;
* Manage the weekly food and beverage ordering;
* Track the expenditure of office spends;
* Create and manage an office-supply inventory;
* Manage office access controls, training, policy adherence, and partake in the new starter onboarding process;
* Manage the relationship between the local Front of House team and the HQ team;
* Coordinating communications as and when required;
* Receive and sort incoming mail and deliveries, and manage outgoing mail.
* Work alongside various heads of departments supporting company accrediations and affiliations.
Key Skills & Experience Required:
* Experience as an Executive Assistant or Personal Assistant;
* Experience coordinating and managing a busy office environment is advantageous;
* Excellent organisational and time management skills,
* Excellent verbal and written communication skills: the ability to interact with many different people at all levels with confidence and competence;
* Advanced MS Excel skills and intermediate proficiency in MS Office.
* Discretion and trustworthiness: You will be exposed to confidential information regularly;
* Diplomacy and tact;
* Experience in the real estate or flexible workspace industry is preferred but not essential.
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