Executive Administrative Assistant

Role Overview

We are seeking a highly organized, proactive, and detail-oriented Team Administrator / Vendor Administrator to join the SME&C EMEA Administration team. This role is ideal for someone who enjoys bringing structure to a fast-paced environment, managing multiple priorities, and supporting a diverse group of stakeholders. You will play an important role in ensuring administrative requests, meetings, events, travel coordination, and operational processes run smoothly across the business.

Key Responsibilities

Administrative Operations

• Manage shared admin inboxes and Teams requests.

• Assign, prioritize and follow up on incoming requests.

• Ensure all requests have clear ownership and status tracking.

Calendar & Meeting Support

• Coordinate calendars and meeting logistics.

• Schedule meetings across multiple stakeholders.

• Organize room bookings and meeting requirements.

Events & Office Logistics

• Coordinate offsites, leadership meetings and team events.

• Arrange catering, visitor access and hospitality support.

• Partner with AV and facilities teams.

Travel & Expense Support

• Track receipts and travel documentation.

• Assist with expense report preparation.

• Follow up on policy-related requirements.

• Coordinate with suppliers and vendors.

Documentation & Process Management

• Maintain trackers, templates and shared documentation.

• Update process notes and operational guidance.

• Ensure information remains current and accessible.

Continuous Improvement

• Use Copilot and AI tools to reduce manual work.

• Create templates and process documentation.

• Suggest process improvements and light automation opportunities.

Must-Have Skills

Administrative Experience

• Corporate administration, team coordination, executive support, business support or operations support experience.

Microsoft 365 Expertise

Strong working knowledge of:

• Outlook

• Teams

• SharePoint

• OneDrive

• Excel

• PowerPoint

Organization & Prioritization

• Managing multiple requests simultaneously.

• Working in fast-changing environments.

• Strong attention to detail.

Communication

• Professional written communication.

• Ability to follow up effectively.

• Comfortable interacting with senior stakeholders.

Stakeholder Management

• Supporting multiple teams and stakeholders.

• Customer-service mindset.

• Vendor coordination experience.

AI/Copilot Adoption

• Experience using Microsoft Copilot or AI tools for:

  • Summarising emails

  • Meeting notes

  • Drafting communications

  • Action tracking

Nice-to-Have Skills

• 3–7 years of administrative, coordinator or operations support experience.

• Shared mailbox management.

• Request triage models.

• Event coordination.

• Catering coordination.

• AV support coordination.

• Visitor management.

• Travel coordination.

• Expense administration.

• Vendor management.

• Purchase order support.

• Knowledge base creation.

• Process documentation.

• Light process automation experience.

• Experience working in a Microsoft environment.

Additional Details:

• Location: Leopardstown, Dublin, Ireland

• Duration: Until 30th June 2027

• Shift Timings: Hybrid (2 -3 days a week onsite)

• Pay Range: €178/day to €200/day (PAYE)

• Weekly Schedule: 40 hours