Company Secretarial Assistant

4 weeks ago


Dublin, Dublin City, Ireland Dalata Hotel Group plc Full time

Company: Dalata Hotel Group

Job Title: Company Secretarial Assistant

Location: 3 Arkle Road, Sandyford Business Park, Dublin

Duration: 12 Months

Department: Company Secretarial

Reports To: Assistant Company Secretary

Job Summary:

We are seeking a highly organized and detail-oriented administrator to join our Company Secretarial Department for a twelve-month period, with the possibility of an extension. The successful candidate will support the team in various administrative and compliance tasks, ensuring smooth operations and adherence to regulatory requirements.

Key Responsibilities:

  • Assist with processing annual returns and regulatory news announcements.
  • Manage diaries for board meetings using Outlook and the board portal.
  • Maintain the board portal dashboard.
  • Handle logistics for board meetings, including booking meeting rooms, liaising with venues for room setup and AV equipment, and arranging directors' travel and accommodation.
  • Manage the company secretarial email mailbox.
  • File documents on the group's entity management system.

Department Administration:

  • Raise and deliver purchase orders for the department.
  • Manage incoming mail.

Compliance & GDPR:

  • Manage the Data Protection email mailbox, including monitoring daily emails, responding to standard deletion requests and queries, and logging requests and queries.
  • Coordinate responses to subject access requests.
  • Redact CCTV footage in relation to subject access requests.
  • Prepare a monthly report detailing GDPR compliance activity.
  • Assist with the development and design of training modules.

Other Duties:

  • Manage the Contracts email mailbox, including monitoring daily emails, triaging requests/queries, maintaining the log of completed requests and queries, and completing a monthly report of contract review activity.
  • Distribute correspondence related to personal injury claims and HSE inspections.
  • Assist with projects within the department as required.

Qualifications:

  • Proven experience in an administrative role.
  • Ability to handle sensitive information with discretion.
  • Strong organizational and time-management skills.
  • Excellent communication skills, both written and verbal.
  • Proficiency in Microsoft Office Suite, particularly Outlook.
  • Familiarity with a company secretarial or compliance environment would be an advantage, but is not essential.

Personal Attributes:

  • Detail-oriented and meticulous.
  • Proactive and able to work independently.
  • Strong interpersonal skills and a team player.
  • Ability to manage multiple tasks and meet deadlines.
  • An appetite for learning

Benefits:

  • 50% Off F&B in all properties
  • €/£60 employee rate on rooms for all Dalata-owned hotels
  • 30% off Friends & Family rate
  • Extra AL day for every year worked (5 days to a maximum of 5 days)
  • Employee Assistance Programme.
  • Cycle to Work Scheme/Transport Schemes
  • SAYE (Save As You Earn Scheme)
  • Pension access (Ask your HR Manager for local pension information)
  • Development Opportunities through our Dalata Academy- support your career journey
  • Staff Appreciation Initiatives, fun team-building activities and regular charity events

About Us

Dalata Hotel Group – We bring theheartof hospitalityto every hotel we own and operate. We see our growth and expansion plans as a way of spreading our unique way of caring for our guests further around the world, bringing better experiences to more people. Currently, the Dalata difference can be felt at each of our hotels in Ireland, the UK, Germany & the Netherlands, and we'll keep expanding this further, focusing on key UK cities, Dublin and Continental Europe.

Helping our people to grow and develop their careers is vitally important to us and is one of our highest priorities. We have many exciting and unique internal development programmes, each crafted to make sure our employees get the learning they need to be able to take the next step in their careers.

Dalata Hotel Group Plc is an Inclusive Employer. We actively encourage people from all backgrounds and abilities to apply to be part of our team. However, we understand everyone's needs are different; therefore, if you require any accommodations with this application process, please highlight your needs when you are completing your application process.

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