Job Description
Our client is a highly ambitious young cell therapy company, seeking a strong self-starter experience. The office Manager will provide high-quality personal assistance support to senior-level executives.
Responsibilities
To devise and maintain office systems, including data management and filing and updating the Company staff contacts list
To collate a schedule of all office equipment and ensure this equipment is maintained and serviced regularly
To oversee the office environment – ensuring it is tidy and safe to work in and has all the pre-requisites for a functioning office
To order stationery, office and IT equipment. Manage stock levels for the office and kitchen (e.g. ordering milk, refreshments and ensuring these are adequately stocked)
To negotiate with suppliers to ensure that the Company obtains good value for the services it receives
To liaise with the Company’s outsourced suppliers (e.g. IT, telephony, cleaning, confidential shredding, travel, hotels etc.)
To deal with all incoming and outgoing mail and to be responsible for arranging couriers
To manage meeting room bookings and set up rooms, catering and AV for meetings, as required (this includes ordering catering for meetings)
To organise and book staff travel and accommodation
Diary and administration/PA support to members of the Senior team
Working closely with the PA to the Senior Management team to organise and support events for the Company, lead on arranging Company events
To oversee projects as required
To provide administrative support for colleagues during their absence
Any other duties as required
The post-holder will be responsible for adhering to all health and safety guidance, provided by the Company
Education/Experience Requirements
At least 3 years of work experience as an Office Manager, providing high quality personal assistance support to senior level executives
Extensive experience and understanding of office administration and procedures
Experience of using initiative to ensure office administrative procedures are efficient and effective
Experience co-ordinating complex international travel logistics and working across different time zones (e.g. to set up conference calls etc.)
Educated to degree standard of education or equivalent relevant experience
Microsoft Office Skills - excellent proficiency in Word, Excel, PowerPoint and Outlook required
Excellent time management skills with the ability to multi-task
Excellent organisational skills
Strong written and verbal communication skills
Ability to handle details of a highly confidential and critical nature
Ability to prioritise and manage own workload amid conflicting demands and busy work periods
Good attention to detail
Result oriented with a positive outlook and a willingness to learn
Ability to effectively receive and communicate feedback
Ability to think ahead and anticipate issues before they arise and proactively solve these
Ability to work under pressure and be flexible as part of a small team
For further information on this Office Manager position please contact Laurentina Kennedy at The RFT Group on 01 2302400 / Laurentina@rftgroup.ie. Check out all our open jobs on our Recruitment website: www.rftgroup.ie
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