Executive Assistant & Office Manager

We offer all staff a four day working week which we believe drives productivity but also promotes a healthier work-life balance, empowering our staff to flourish both personally and professionally. If you enjoy being part of a fast-paced close-knit team, this is an opportunity not to be missed.

The Executive Assistant & Office Manager role will work directly with the Managing Director of an innovative and leading consultancy at the forefront of innovation in the built environment. Working with us, you will be helping Ireland meet some of our most ambitious Sustainability targets in a very real and meaningful manner.

This is a highly varied role that ensures the smooth, day-to-day running of the office and team and will suit someone who is proactive, collaborative and solution-oriented.

This is a full-time position but we will consider adapting the role to a part-time position for highly experienced candidates.

Key Responsibilities

Office Operations

• Planning, prioritising and managing the office in line with best practice to ensure the efficient running of the office.
• Act as first point of contact to the office in dealing with all correspondence, communications, enquiries and requests and following up in a timely manner, in coordination with the Managing Director, as appropriate.
• Conduct inductions for all new employees.
• Manage office social calendar, including recognising team birthdays and organising team socials.

Executive Support

• Manage the Managing Director’s diary, meetings and calendar including travel arrangements.
• Assist the Managing Director with background research, compiling data, preparation and creation of PowerPoint presentations and other documents or papers, as required including handling of confidential information.

Financial Tasks

• Compile weekly/monthly performance data using reports from IT systems for the Managing Director.
• Manage client onboarding and make sure billing details are correctly recorded.
• Work with the team to review time recording is submitted timely.
• Coordinate with Managing Director to set billing schedules and keep the process running smoothly.
• Prepare draft bills for review by Managing Director.
• Finalise and send bills to clients.
• Maintain contact with clients for payment follow-ups.

Candidate Profile:

• Previous EA/PA experience, ideally in financial or professional services.
• Excellent knowledge of MS PowerPoint, Word, Excel and general IT skills.
• Highly organised with meticulous attention to detail.
• Pro-active “can do attitude” and able to anticipate and find creative solutions to problems.
• Good interpersonal, team and relationship building skills.
• Excellent organisational and planning skills including time management with proven track record of prioritising key tasks and delivery to a high professional standard.
• Possess high level of confidentiality and discretion.

Job Types: Full-time, Part-time, Permanent

Pay: €35,000.00-€45,000.00 per year

Expected hours: No more than 35 per week

Benefits:

• Additional leave
• Company pension
• Flexitime

Work Location: In person