Business HR Administrator

Location: Dublin 15

Reports to: Managing Director

Job Summary:

We are seeking a highly organised proactive and efficient Administrator to provide comprehensive administrative support to the Managing Director (MD). In this key role you will act as a gatekeeper for the Managing Director managing communications overseeing the smooth flow of information between the MD and various departments and ensuring the efficient operation of daytoday activities within the organisation.

You will be expected to manage priorities facilitate crossdepartmental collaboration and maintain confidentiality while balancing multiple tasks and deadlines. Your ability to anticipate needs and take the initiative will be crucial to your success.

Key Responsibilities:

1. Administrative Support to Managing Director:

a. Serve as the primary point of contact between the MD and internal/external stakeholders.

b. Manage the MD s calendar including scheduling meetings appointments and travel arrangements.

c. Prepare and organise reports presentations and other materials required for meetings.

d. Draft proofread and edit correspondence and internal documents as needed.

e. Manage confidential information and handle sensitive matters with discretion and integrity.

f. Manage update of internal policies for MD as change required

2. Gatekeeper and Liaison:

a. Act as the gatekeeper to the MD screening calls emails and requests for information.

b. Prioritise and manage incoming inquiries ensuring that urgent matters are escalated appropriately.

c. Coordinate with all departments to ensure smooth communication between the MD and team leaders.

d. Oversee the flow of information to and from the MD ensuring that relevant information reaches the appropriate departments in a timely manner.

3. Project and Task Management:

a. Coordinate and track action items and deadlines across departments to ensure alignment with the MD s strategic goals.

b. Assist with organising and managing projects ensuring milestones are met and progress is reported to the MD.

c. Collaborate with department heads to ensure smooth execution of company initiatives.

4. Meeting Coordination and Followup:

a. Organise and coordinate meetings for the MD with both internal and external stakeholders.

b. Prepare agendas distribute meeting materials in advance and take minutes during meetings.

c. Follow up on meeting action items ensuring tasks are completed and deadlines are met.

5. Operational Support:

a. Maintain office systems processes and documentation to ensure that the MD and the organisation operate efficiently.

b. Facilitate communication and collaboration among departments identifying and resolving potential barriers to smooth operation.

c. Support the implementation of internal policies procedures and organisational changes as needed.

Requirements

• Proven experience as an executive assistant administrator or similar role preferably in a fastpaced corporate environment.
  
• Strong organisational and timemanagement skills with the ability to prioritise and multitask effectively.
  
• Excellent written and verbal communication skills.
  
• High attention to detail and accuracy.
  
• Ability to work independently and take initiative while also being a team player.
  
• Discretion and confidentiality in handling sensitive information.
  
• Proficiency in office software (e.g. Microsoft Office Suite Google Workspace etc.).
  
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
  

Preferred Qualifications:

• Experience working directly with senior management or executives.
  
• Familiarity with project management tools
  
• A background in operations or process management would be an advantage.
  

Working Conditions:

• Fulltime position
  
• Occasional overtime / Travel may be required based on business needs.
  
• Hybrid role