Our Client a global tech firm are seeking an Admin assistant to join their team.

Description:

Provide administrative support for the overall team of 50+ people located in EMEA.

Schedule the Leadership Team Rhythm of Business - issue calendar invites, room bookings, monitor attendance, order catering (if required), record notes and actions discussed at meetings (as required) and follow-up on actions

Book travel and provide visa support for EPC LT

Prepare and submit expense claims for EPC LT

Book meeting rooms and catering as required (in line with budget provided)

Support the team in identifying and executing compliant procurement processes - this could include:

o Submitting Purchase Orders on behalf of PO Owner

o Uploading Contracts/Statements of Work for digital signature (where required by Policy)

o Submitting Single Payment Requests on behalf of owner (where compliant with Policy)

o Save supporting quotes, emails for POs to a business shared drive (so can be retrieved in the event of Internal Audit queries)

o Set-up of New Vendors on My Order tool (where required and sufficient notice provided)

o Hardware orders and asset tracking of devices for the department - in line with budget advised by Financial Controller

o Directing owners to make payments using their AMEX cards (where relevant)

o Help to educate PO owners and Invoice Approvers on their responsibilities in terms of accruals and providing proof of execution.

Support the Team in the organisation of all logistics and formatting slides associated with large events including; All Hands, team offsites, Senior Executive visits etc

End to end management of Team Morale events

Support the Onboarding of New Hires to the team by ensuring

o Delivery of device, peripherals and phone (if appropriate)

o Providing direction to new hire on campus information and administrative tools eg travel tool, My Order, expense tool

o Update organisational chart

Liaise with Retail Estate & Services team to resolve issues affecting general work area

Keep distribution lists/team aliases up to date

Maintenance of Teams Sites (add new users etc) and/or older SharePoint sites

Support ad-hoc projects and initiatives as directed by Hiring Manager

Be familiar with company policies and support the Leadership Team by driving awareness and compliance with admin related policies across the team

THE SUCCESSFUL CANDIDATE

Has demonstrated work experience in a fast-paced environment

Exercises sound judgment, tact, diplomacy, integrity and professionalism in all transactions, demonstrating a positive can-do attitude

Is self-driven; must possess an aptitude to work independently to achieve results with a high degree of accuracy and attention to detail

Is action-oriented, has outstanding project and time management skills.

Enjoys managing and dealing with significant change and reacts with appropriate urgency calmly to situations and/or events that require a quick response

Is willing to take ownership and drive issues to a quick and solid resolution

COMPETENCIES REQUIRED

Minimum of 3 years demonstrated successful work experience as a Personal Assistant or Group Admin

Knowledge and proficiency with Outlook, Microsoft Office, Microsoft Teams

Strong planning and organisational skills with the ability to prioritise and problem solve plus change direction in response to ambiguous work situations

Highly motivated and flexible individual with ability to work under pressure and somtimes to short deadlines

Effective verbal and written communication skills

High level of integrity, confidentiality and discretion

Knowledge around overall PO management and finance practices would be an advantage

Ability to build effective working relationships inside and outside the workgroup considering working styles and perspectives of diverse individuals and group

This role description may evolve over time depending on service requirements.

Skills:

• Adminsitration
• EMEA
• Admin
• Microsoft Office

Employee Value Proposition:

Global company

Job Title: Administrator

Location: Dublin, Ireland

Job Type: Contract

Trading as Aston Carter. Allegis Group Limited, Bracknell, RG12 1RT, United Kingdom. No Allegis Group Limited operates as an Employment Business and Employment Agency as set out in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. Aston Carter is a company within the Allegis Group network of companies (collectively referred to as "Allegis Group"). Aerotek, Aston Carter, EASi, Talentis Solutions, TEKsystems, Stamford Consultants and The Stamford Group are Allegis Group brands. If you apply, your personal data will be processed as described in the Allegis Group Online Privacy Notice available on the website.

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