Description:
Priorities can often change in a fast-paced environment like ours, so this role includes, but is not limited to, the following responsibilities:
Office Operations & Maintenance
- Coordinate office maintenance requests, collaborating closely with vendors to ensure timely repairs and upkeep.
- Responsible for providing regular status updates on projects and initiatives
- Handle mail and shipping services, keeping communication seamless and efficient.
- Oversee procurement processes for office supplies and equipment, ensuring on-time invoice payments and overseeing inventory.
- Organize the office layout, ensuring space is optimized and inventory is consistently stocked.
Vendor Management & Facility Support
- Build and maintain strong relationships with external vendors.
- Liaise with facility management vendors (e.g., cleaning, catering, security) to ensure the office environment is always operating smoothly.
- Collaborate with IT department on all office equipment
Event Planning & Coordination
- Ensure effective management of Dublin meeting room calendars.
- Organize offsite events, managing all aspects such as travel, food, AV, and venue arrangements.
- Serve as the main point of contact for internal events, ensuring clear communication with staff at every stage of planning and execution.
- Lead administrative procedures for events, supervising all expenses, invoices, and maintaining alignment with the budget and timelines.
Team & Employee Support
- Comfortable establishing business relationships with Dublin management, enabling collaboration and ideation.
- Partner with HR and Health & Safety teams to update and maintain office policies as needed, ensuring a safe and compliant work environment.
- Assist in onboarding new hires by coordinating setups, IT arrangements, and office tours, making their first day experience smooth and welcoming.
- Address employee queries relating to workplace experience, office policies and travel.
- Provide support to some remote employees within Europe.
- Work within the annual budget, ensuring accurate and timely reporting of expenses.
- Assist the Workplace Experience Manager with various projects to enhance the hybrid environment.
- Support the studio with additional ad-hoc tasks as needed to maintain an efficient and organized workspace.
Minimum Requirements
- Friendly, approachable demeanor with a customer-service attitude, ready to support employees and visitors alike.
- 5+ years of experience in Office Management, Administrative Assistance, Project Management
- Proficiency in MS Office (Excel, Outlook) and experience with purchasing and expense management systems like Oracle iProcurement.
- Strong ability to prioritize tasks and manage workload effectively.
- Confident in decision-making and taking initiative.
- Skilled in conducting surveys and driving process improvements.
- Comfortable working with a remote manager in a different time zone and building relationships with local Dublin leadership.
- Ability to travel to Canada/USA, potentially to assist with onboarding activities.
- Able to capture minutes and action items.
- This is not a hybrid or remote role and requires 5 days a week in the office.