Description:
In this part time role, you will provide onsite administration support and general office management for Franklin Templeton’s Dublin office. You will liaise closely with UK Corporate Real Estate and Technology teams to ensure smooth day to day running of the office.
What are the ongoing responsibilities of an Administration Assistant?
- Ensure smooth running of quarterly Board and adhoc meetings held in the office – manage guest list with security, greet guests, oversee catering arrangements, parking arrangements etc.
- Manage local Security system i.e., issuing passes to new starters
- Prepares routine and non-routine correspondence, reports, spreadsheets and presentations (for example Branch Committee report). Maintains org charts. Performs updates to procedure documents.
- Updates websites/SharePoint sites as directed.
- Coordinates the physical set up for new hires and relocations including the completion of necessary forms and submission for approval.
- Ensures office equipment is operating and serviced.
- Liaise with Company Secretarial/Legal department with document signing.
- Liaise with European Facilities/Real Estate teams’ regarding building matters.
- Liaising with all vendors onsite visits/assisting with billing queries
- Liaise and assist with Technology team on IT matters that arise, including set up for new joiners.
- Order and manage office supplies – stationery, kitchen provisions.
- Distribute incoming post/deliveries and send external post/couriers.
- Monitor conference room and office reservations.
- Support international guests with logistics when travelling to the Dublin office
- Arrange office events and offsite meetings.
- Assist senior staff with travel and accommodation bookings.
- Assist senior staff with expense claims.
- Meeting coordination from straightforward meeting scheduling to coordinating more complex meetings across multiple time zones, multiple conference rooms, video set up, catering, vendor access either in person or remote, sending out meeting invitations and managing responses. Preparation and distribution of agendas and minutes.
- Tracks employee holidays and travel calendar.