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Strategic Administrative Coordinator

2 weeks ago

Dublin, Dublin City, Ireland beBeeAdministrative Full time €40,000 - €55,000
Job Description

This is a high-level support role that will provide administrative assistance to the VP, Talent Acquisition and Sr Director, HRBP EMEA. The successful candidate will be responsible for managing and optimizing the executive's calendar, preparing and processing departmental paperwork, managing international travel arrangements, tracking the departmental budget, coordinating meetings and logistics, and providing general administrative support.


Key Responsibilities:
  • Manage and optimize the executive's complex calendar across multiple time zones, proactively scheduling key meetings, allocating focus time, and anticipating potential conflicts
  • Prepare and process departmental paperwork, including non-routine correspondence, presentations, contracts, and detailed reports, review and edit for grammar, style and formatting
  • Manage complex international travel arrangements, anticipating needs and optimizing itineraries, and ensure timely and accurate expense report submission
  • Manage and track the departmental budget, proactively identifying potential budget variances and providing insights to the executive
  • Coordinate all logistics for meetings (on-site and virtual), including agenda preparation, material distribution, and follow-up on action items
  • Manage and maintain key communication channels, ensuring timely and efficient flow of information within the team and with external customers

Required Skills and Qualifications

To be successful in this role, you will need:

  • 2+ years of experience in an administrative support role
  • Experience supporting 100+ employee organizations
  • Understanding of purchase order, financials, and headcount
  • Understanding of project or program management activities
  • Experience with Google Suite

What You Bring

As a highly organized and proactive individual with exceptional communication skills, you will thrive in this fast-paced environment. You are a self-starter who takes initiative to continuously improve processes and ensure the smooth operation of the department.


Work Environment

As a hybrid role, you will divide your time between in-office and remote work. Access to an office location is required, with a minimum expectation of two days per week.