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 e.g.
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 OfficeEmployee Value Proposition: Global company Job Title: Administrator Location: Dublin, Ireland Job Type: Contract Trading as Aston Carter.
Allegis Group Limited, Maxis 2, Western Road, Bracknell, RG12 1RT, United Kingdom.
No.
(phone number removed).
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 at (url removed)> To access our Online Privacy Notice, which explains what information we may collect, use, share, and store about you, and describes your rights and choices about this, please go to (url removed)> We are part of a global network of companies and as a result, the personal data you provide will be shared within Allegis Group and transferred and processed outside the UK, Switzerland and European Economic Area subject to the protections described in the Allegis Group Online Privacy Notice.
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