Join to apply for the Office Manager and Executive PA role at NorthStandard
Join to apply for the Office Manager and Executive PA role at NorthStandard
Direct message the job poster from NorthStandard
Talent Acquisition and Development Partner at NorthStandard, CIPD level 7 qualified
We have an interesting opportunity available for an ambitious Office Manager and Executive PA to join our growing team in Dublin.
In this exciting role, you will be responsible for providing comprehensive support to the Dublin team, ensuring that the Dublin office functions effectively, and that all internal and external interactions and events are well organised and run smoothly. In addition, you will act as an Executive PA to our CEO for Europe, and others as requested.
What will you be doing?
Key responsibilities will include:
Office Management
* Working with the central Workplace & Office Services team to arrange, review and negotiate service contracts relating to cost-effective running and maintenance of the Dublin office, including telecoms and office supplies
* Liaising with the external building management team, as required, to ensure compliance with building and office management requirements
* Meeting and greeting colleagues and visitors to the office
* Monitoring office-related expenses and contributing to budget planning and cost control.
* Building long-term relationships with suppliers and service providers to ensure quality and reliability.
* Risk & Compliance Oversight: working with the Workplace & Office Services team to ensure the office complies with health and safety regulations, GDPR, and other relevant legal requirements.
* Coordinating office cleaning services, checking and maintaining standards to comply with security protocols
* Assist in the induction of new staff, ensuring relevant documentation is maintained, including liaising with the People Partners regarding residency permits and liaising with IT to ensure setting up new computer systems and iPhones
* Administration of travel for the Dublin team and travel arrangements for visitors
* Creating and maintaining office guidelines, in conjunction with the Workplace & Office Services team.
* Dealing with troubleshooting of system breakdowns and disruptions with IT
* Ensuring the office has all necessary equipment and supplies
* Arranging local events and activities, in liaison with the Social ERG, and managing interactions and relationships with visitors to the Dublin office
* Promoting a positive and inclusive office culture aligned with company values.
* Providing regular updates to leadership on office operations, issues, and improvements.
* Assisting with the management of desk allocations, meeting room usage, and future office layout changes.
* Implementing environmentally friendly practices (e.g., recycling programs, energy-saving measures).
* Liaising with our CSR to organise appropriate charity events or volunteering opportunities that connect the office with the local community
Executive PA Support
* Provide Executive PA support to the CEO of NorthStandard Europe and other members of the local Leadership Team, as and when requested by the CEO
* Provide line management support for office administrators and PAs, as and when requested by the CEO
* Managing the CEO’s calendar, scheduling meetings, and coordinating appointments
* Organising internal and external meetings, including logistics, agendas, and follow-ups
* Preparing briefing documents, reports, and presentations for meetings
* Coordinating travel arrangements, including flights, accommodation, and itineraries
* Managing visa applications and travel documentation
* Handling expense claims and reconciliation of travel and entertainment budgets
* Supporting the CEO in preparing for board meetings and leadership reviews
* Maintaining confidentiality and handling sensitive information with discretion
* Liaising with senior stakeholders, clients, and external partners on behalf of the CEO
* Acting as a point of contact between the CEO and internal teams
* Supporting the CEO in people-related matters such as onboarding, performance reviews, and team communications
* Coordinating executive team offsites, workshops, and events
* Drafting correspondence, reports, and executive summaries
* Maintaining accurate records and filing systems
* Monitoring deadlines and ensuring timely completion of tasks
Accounting
* Maintaining Office Records: Keeping accurate records of contracts, maintenance logs, and compliance documents
* Assist with the preparation of budgets, monthly forecasts and Auditing
* Providing accountancy breakdown/analysis as and when required
* Handling daily office-related payments including petty cash
* Assisting Payroll with any salary issues or staff tax liabilities queries locally
Health and Safety
* Act as the local office Health & Safety Officer in support of central team
* Wellbeing & Engagement Initiatives: Supporting employee wellbeing through initiatives, resources, and feedback mechanisms.
* Responsible for maintenance of first aid boxes
* Assisting with Risk Assessments and Health & Safety inspections. Reacting to requirements as necessary.
* Emergency Preparedness: Coordinating fire drills, evacuation plans, and emergency contact procedures.
* Keeping Office Maintenance lists up to date
* Liaising with companies in respect of equipment and services
* Carrying out additional support as requested
About you
Skills/Qualifications/Experience
* Excellent working knowledge of MS Office (Including Word, PowerPoint, Excel, Outlook) and preferably Worksite.
* Excellent verbal and written communication skills.
* Well-organised with the ability to prioritise tasks and work under pressure to meet deadlines.
* Confident demeanour, able to build relationships and provide excellent service to internal and external clients and Members.
* Self-motivated and able to work on your own initiative. Acts as a positive role model, developing trust, demonstrating a ‘can do’ attitude and flexibility in approaching business needs.
* The ability to exercise discretion and act with integrity in all situations.
* Excellent attention to detail with a focus on continuous improvement of working practices and IT skills
* A team player who works constructively and collectively with colleagues.
Note: The nature of this role will mean full-time working from the office subject to agreement on an ad-hoc basis with the CEO.
Who we are
We are a specialist marine insurer and a member of the International Group of Protection and Indemnity clubs, owned by its shipowner members and controlled by a board of directors drawn from its membership. We’re one of the world’s leading and most influential P&I Clubs. Employing over 600 people globally, we provide an unmatched depth and breadth of expertise to our members.
Our culture and what to expect from us
Our culture is hugely important to us enabling us to fulfil our brand promise, ‘Taking on tomorrow, together’. Together we are empowered, inquisitive and courageous, giving the best of ourselves to our colleagues, customers, members and the communities we serve.
We provide excellent service to members, build long-lasting relationships built on trust and understanding, and treat our colleagues in the same way. It doesn’t matter who you are or what you do, we all act as role models and celebrate our cultural principles.
We provide our people with a fantastic benefits package including:
* 27 days annual leave + bank holidays (rising with length of service).
* An annual company bonus scheme.
* Private Medical Insurance.
* Life Insurance
* Structured learning and development with support towards obtaining professional qualifications that are relevant to your job.
* Gym Allowance/Access to Office Gym and much more...
Salary starting from EUR 50,000 per annum
Seniority level
* Seniority level
Mid-Senior level
Employment type
* Employment type
Full-time
Job function
* Job function
Other
* Industries
Insurance
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