Senior Administrative Assistant

Job Listing No: 9740000

Senior Administrative Assistant

 Our client is a leading technology company based in Letterkenny.  They were voted one of the best workplaces in Ireland.  They are currently looking for a temporary Senior Administrative Assistant to work with their Senior Management Team.

KEY RESPONSIBILITIES:

  • Provide full administrative support to the Senior Managing Director and/or the Senior Leadership team.
  • Maintaining and scheduling appointments for the Senior Managing Director and/or other Senior Executives
  • Prepares and/or contributes to the preparation of communications, reports and presentations for members of the Senior Leadership team
  • Answers all calls and respond to non-essential or routine inquiries to the Senior Leadership team
  • Responsible for collating information in advance for business partner/executive meetings with when required.
  • Help organise travel for the Senior Leadership team including flights, hotels, car hire and ground transportation as well as meeting itineraries associated with such business trips
  • Organize the printing of office stationery including business cards, company letterhead, envelopes etc. as required
  • Creates presentations for meetings for the Senior Managing Director and/or other senior executives
  • Co-ordinates arrangements for special events at company including Town Halls, Conferences etc.
  • Co-ordinates meetings including those over teleconference, sametime and/or video conference, ensuring connectivity and any technical requirements are in place for the Senior Leadership Team
  • Set up and maintain mailing groups within the company for various departments and leadership teams as required
  • Minute important internal meetings such as weekly team meetings as required
  • Organize Board of Directors meetings and collating agenda items and documentation, as well as ensuring participants receive documentation in advance of meetings
  • Organize security badges for visiting executives as well as any additional requirements such as offices, meeting rooms, catering and co-ordinate visit itineraries.
  • Organise temporary/visitor badges as required for visitors
  • Raise Purchase orders and contracts with approved vendors in line with company policy.
  • Ensure timesheets are submitted and approved in a timely manner for the Senior Leadership team.
  • Manage holiday requests for the Senior Leadership team as required.
  • Act as a back up to other administrative staff supporting the Senior Leadership team as required.

 
Experience

  • 5+ years relevant experience in a busy administrative function preferably supporting at an executive level or within multi-national environment
  • Expert knowledge of windows / O365 applications
  • Extensive telephone work with the ability to handle calls in a professional manner
  • Managing the day to day operations of a busy office

 
Personal skills

  • Excellent interpersonal skills
  • Ability to communicate in a clear and concise manner both in writing and verbally
  • Ability to comprehend, analyse, and interpret various types of business documents and reports.
  • Ability to effectively and professionally respond to all enquiries to the Executive office
  • Ability of work for multiple people, be flexible and prioritize deliverables in a busy work environment
  • Self-starter with the ability to work on their own initiative with the minimum of supervision

Qualifications

  • Third level qualification in Office/Business Administration or equivalent.

Please contact Leanne on 028 71360070 for further information or to apply please forward your CV to leanne@mparecruitment.co.uk

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