About the Role
We are seeking an experienced Executive Assistant to provide high-level administrative support to the General Manager and Human Resources function within a dynamic commercial affiliate environment. In addition to executive and HR support, this role will oversee office and facilities administration and serve as the site Environmental, Health and Safety (EHS) representative.
The successful candidate will be highly organized, discreet, proactive, and able to manage multiple priorities while working with senior leaders, employees, vendors, and stakeholders across a matrix organization.
Reports to: General Manager
People Management: None; may coordinate contractors and service providers as required
Key Responsibilities
Executive Support
- Provide proactive, confidential, and high-quality administrative support to the General Manager.
- Manage the General Manager’s calendar, diary, meetings, and inboxes, ensuring priorities are effectively coordinated.
- Manage the Affiliate Leadership Team calendar and support leadership planning.
- Schedule internal and external meetings, including onsite and offsite leadership meetings.
- Prepare agendas, meeting materials, executive summaries, presentations, reports, and correspondence.
- Attend Affiliate Leadership Meetings, take minutes, and track actions and deliverables.
- Organize internal events, including All Employee Days, Business Exchanges, high-profile visits, and other company meetings.
- Coordinate guest logistics, hospitality, travel arrangements, and related vendor or agency support.
- Prepare and submit expenses and manage travel arrangements for the General Manager.
- Maintain accurate and comprehensive filing and record-keeping systems.
- Coordinate document signatures, mailings, courier services, and the timely distribution of incoming mail.
- Serve as a key point of contact for internal colleagues, external stakeholders, vendors, and service providers engaging with the General Manager.
- Support ad hoc projects led by the General Manager, including monitoring timelines, actions, and deliverables.
- Ensure activities are conducted in accordance with company policies and applicable regulatory standards.
Human Resources Support
- Provide administrative support across a range of HR activities and initiatives.
- Track employee annual leave balances and maintain sick leave documentation and certificates.
- Own and administer the leave management system, including UKG Pro.
- Support onboarding activities for new employees and assist with offboarding processes.
- Raise purchase orders and support the setup of new vendors.
- Track educational and related HR forms in shared systems in partnership with Central Services.
- Support HR projects, programs, and initiatives as required.
- Handle sensitive employee and business information with a high degree of confidentiality and discretion.
Office and Facilities Administration
- Oversee day-to-day office administration, including office supplies, mail and parcel distribution, printing services, confidential waste, storage, reception, visitor access, and employee badges.
- Coordinate office services, workplace policies, home-office equipment, procurement, purchase orders, event payments, and emergency support.
- Manage relationships with Building Management, Facilities Management, vendors, and service providers.
- Ensure building maintenance, repairs, office upkeep, and onsite services are delivered effectively.
- Manage facilities and catering budgets, including budget monitoring, payment processing, and monthly performance reviews.
- Oversee the café account, including daily headcount reporting, campaign promotion, catering support for company events, service feedback, and issue escalation.
- Work closely with the Central Services Team to coordinate shared administrative, facilities, and operational activities.
Environmental, Health and Safety
- Serve as the site EHS representative and support the implementation of applicable EHS standards and requirements.
- Provide or coordinate ergonomic assessments and support employee health and safety needs.
- Coordinate mandatory safety training, including driver safety, first aid, fire prevention, and EHS onboarding for new employees.
- Conduct monthly office safety assessments and track completion of required actions.
- Maintain compliance documentation and manage annual driver declarations.
- Lead emergency preparedness activities, including fire drills and onsite health and safety coverage.
- Participate in Ireland’s CAT Team and emergency response calls, as required.
- Act as Fire Safety Officer and Fire Warden.
- Maintain regular engagement with Global EHS through meetings, updates, and reporting.