Are you an experienced Administrative Business Partner/Executive Assistant/Personal Assistant in search for your next career move?
If you are tech savvy, creative, outgoing, and willing to roll up your sleeves and get things done in a fast-paced, rapidly changing environment, we may have the perfect job for you!
We are currently recruiting for Administrative Business Partners for our global client based in Dublin City Centre.
Role Overview
*Complete core administrative tasks (e.g., travel management, expense reporting, calendar management, facilities coordination) under some guidance from executive.
*Complete core program management tasks by delivering small- to medium-scale projects or events from initiation through delivery.
*Select appropriate approaches from clear or less defined options to complete assigned tasks. Use strong judgment and discretion with some guidance
*Perform role with some supervision from executive and know how to find information. Effectively navigate ambiguity.
*Determine corrective action for risks and obstacles in projects or events with minimal assistance from executive.
*Apply standard or common processes to complete defined administrative and program management tasks.
*Engage with executive(s) and team to establish trust. Work in a team setting by sharing knowledge when relevant to a task.
*Exhibit solid communication skills with internal and possibly external-facing parties. Build rapport and be collaborative.
*Participate in E/ABP community activities PA/Site. May be actively involved in ABP recruiting.
*Follow clear or less-defined direction on timing, goals, and objectives for project, event, or administrative task.
*Possess moderate/foundational knowledge of the supported business strategy and goals to work with leadership on prioritization.
Responsibilities
*Calendar Management: Schedule, maintain, and update calendar events, with some guidance. This includes: proactively scheduling, maintaining, and updating calendar events for the supported executive or team with consideration for time zone differences; building in adequate preparation time for events; resolving scheduling conflicts; responding to requests for scheduling and meetings; optimizing calendaring for short- and long-term planning of supported executive and team; making recommendations to support leadership time allocation with respect to calendar and travel.
*Expense Reports: Execute expense management activities with some guidance. This includes: completing expense reports on behalf of executives, reviewing and processing invoices, expense reports, and purchase orders.
*Facilities Coordination: Assess and advocate for office space needs with some guidance; manage requests for space accommodations; liaise with internal partners (e.g., real estate workplace services - REWS) to construct and plan space allocation; may facilitate office moves.
*Meeting Coordination: Prepare meetings for the executive or team with some guidance. Ensure meeting room, equipment, and attendee list are correct and confirmed; gather, compile, and create meeting materials (e.g., decks and meeting agendas); ensure meeting materials are aligned with the specific meeting agenda; assist with note-taking.
*Program Management: Plan and organize internal and external programs and events (e.g., team off-sites, business events, tech talks, summits) and manage event logistics (e.g., venues, equipment, swag, entertainment, travel) in collaboration with internal partners and external vendors; ensure compliance with internal and external policies/procedures; may act as the main point of contact during the event. Contribute to projects or programs (e.g., Culture Club, E/ABP global community projects, Function/PA E/ABP specific process improvement or other projects, executive-driven projects or programs not related to the E/ABP role). Execute events, projects or programs with some guidance. Deliver SMALL- to MEDIUM-scale projects/events from initiation through delivery, determines corrective action for risks and obstacles with minimal assistance from executive. Select appropriate approaches from clear or less defined options to complete assigned tasks. Use strong judgment and discretion with minimal guidance.
*Travel Management: Complete travel coordination tasks with some guidance. This includes: scheduling and coordinating travel for executive(s) and team(s) in line with preferences, organizing business-related, pre-travel preparation (e.g., visa and passport support, tech support, cultural considerations); may travel with executives and teams and remain on-call to respond to executive's urgent requests during travel; may develop travel agendas and complete post-travel documentation as needed.
Skill/Experience/Education
*Calendar management: Ability to use calendaring tools and techniques to create, prioritize, and manage the schedule of individuals and groups, including the understanding of scheduling norms, work hours across locations, and other scheduling resources or constraints.
*Core administrative: Ability to perform core administrative duties.
*Managing confidentiality: Ability to recognize the confidentiality or sensitivity of the information (e.g., personal or business information), and manage highly confidential information and/or situations.
*Relationship building: Ability to build trusting, collaborative relationships and rapport with different stakeholders and businesses. This includes being approachable, engaged, authentic, and relating well to people regardless of personality or background.
*Travel management: Knowledge of resources for travel planning, such as internal and external travel tools, including the knowledge of international traveling processes or rules (e.g., visas).
*Writing: Ability to create accurate, clear, concise, and well-organized content that transfers knowledge to users to meet their needs. Ability to communicate and deliver information to a variety of audience types in a manner that is adapted to each learning style, level of understanding, and background.
If the role interests you, please get in touch via email for more details.
If you are interested in other roles or career change, please do not hesitate to contact me too.
Adecco is an equal opportunity employer.
Adecco Ireland is acting as an Employment Business in relation to this vacancy.