Office Manager&Personal Assistant (Maternity Cover), Dublin Pike

About this role We have an exciting opportunity for an enthusiastic, highly organized, and engaging Office Manager&Personal Assistant (Maternity Cover) to join our team, based in either our Dublin HQ or London office.

In this role, you will provide high-quality support to the CEO, managing priorities, coordinating schedules, and ensuring day-to-day operations run smoothly at a leadership level. You’ll be a proactive self-starter who thrives in a fast-paced, global environment, working closely with the CEO, leadership team, and colleagues across our Dublin and London offices.

Alongside your executive support responsibilities, you will oversee the smooth running of the office, managing day-to-day operations and responding confidently to ad hoc requirements as they arise.

You will also contribute to creating a positive and well-connected workplace environment, supporting key moments that bring people together and enhance the overall employee experience.

Key Responsibilities Executive Assistance

Provide high-quality administrative support to the CEO, including diary management, meeting coordination, agenda preparation, onboarding logistics, company All Hands meetings, and expense management

Manage the CEO’s schedule and priorities, ensuring time is used effectively and key commitments are coordinated seamlessly

Coordinate board meeting logistics (typically quarterly), including travel, accommodation, and catering

Manage the company’s travel system, coordinating travel arrangements for leadership and employees globally, and maintaining relationships with preferred providers

Support wider leadership team logistics and coordination as needed

Office Management

Maintain a welcoming, professional office environment, acting as a key point of contact for employees, leadership, and visitors

Liaise with building management and oversee essential services, including facilities, maintenance, deliveries, post, and workplace safety

Manage office-related vendor contracts (e.g. facilities, cleaning, catering, supplies, and services), ensuring high standards and cost efficiency

Oversee office facilities and presentation, including coordinating cleaning schedules, submitting hours to payroll, and maintaining adequate stock levels

Manage office supplies and general provisions to ensure a well-functioning workplace

Process invoices and manage office budgets, ensuring accuracy and value for money

Organise and support company events and key moments throughout the year

Communicate with staff regarding office operations, responding promptly to issues as they arise

What We're Looking For

Proven experience in an Office Manager and/or Personal Assistant role, ideally within a fast-paced, global organisation

A proactive, solutions-focused approach, with the confidence to take ownership and anticipate needs - particularly at senior leadership level

High level of discretion, professionalism, and sound judgement when handling confidential information

Strong organisational skills, with the ability to manage multiple priorities and maintain attention to detail

Ability to remain calm under pressure and adapt in a dynamic environment

Excellent communication and interpersonal skills, with a personable and approachable style

A collaborative mindset, with an interest in supporting a positive and well-functioning workplace culture

Strong proficiency in Microsoft Office (Word, Excel, PowerPoint)

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