Administrative Assistant activities

2 weeks ago

Limerick, Limerick, Ireland CareerWise Recruitment Full time

Job Description

Sr. Administrative Assistant required for manufacturing client based in Limerick. 12 month contract initially.

Daily complex calendar management/logistics support for site project director. Directing incoming requests to appropriate personnel; initiating contacts as required- Workshop/meeting logistics support. Preparing materials for distribution and presentation at meetings (assemble binders, pre-reads and agendas). Prepare plan with Director to ensure efficient and effective travel itinerary. Prepare with Director all material requirements for travel (assemble binders, pre-reads and agendas). Book and prepare travel arrangements/itineraries (registration, ground, air, lodging) Knows key Director contacts and works with Director to ensure good communications ( meetings /phone calls) etc are appropriately schedule and prepared for.( Contact , telecom, meeting log ) Responds to all inquiries and contacts in a timely and professional manner Planning events and coordinating activities for small or large number of people at events at off-site and on-site locations. Expense reports for workshops and business travel. Interacting with individuals from other organization in coordinating schedules. Processes accounts payable/invoices - Directs incoming requests to the appropriate personnel. Maintains team/meeting distribution lists Prepares correspondence and other materials for outgoing mail Arranges details for visitors to area- Maintains organization charts for the department Understands and follows corporate, and compliance policies Maintains 100% training compliance Reports known/suspected compliance violations Cooperates with any audits or investigations Complies with any corrective action plans

Requirements:

Ability to work independently with a high level of self management in a dynamic work environment. Managing time to meet the multiple demands. Experience with interacting frequently with senior management. Proficiency in IT systems such as Outlook , Powerpoint ,Excel, Word, collaboration sites. High level of organizational and planning skills, professionalism, and attention to detail. Ability to maintain confidentiality and sensitive information Ability to make decisions on behalf of business partners, including time sensitive/pressure situation. Strong interpersonal skills and the ability to adapt to frequent changes in priority. Ability to maintain accuracy. Manage urgent deadlines. Prioritization skills ability to set own work priorities. Problem-solving skills ability to make decisions when faced with clear cut alternatives. Business knowledge/understanding of department or division. Three to five years prior administrative assistant experience. Educated to Leaving Certificate level or equivalent required and preference for relevant 3rd level qualification

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