Personal Assistant to COO/Office Support

Based in Dublin, the Office Support function consists of four Personal Assistants, two Receptionists and one Office Assistant.

The team provides administrative assistance for Management and the 150+ employees based at the SMBC Aviation Capital headquarters in Dublin and the 40+ employees based in satellite offices around the world.

This is a permanent role and will provide administration support to the COO and Operations Teams.

Diary, Travel, and Meeting Management

  • On-going, proactive management of diary and emails as required.
  • Responsibility for all travel booking and itinerary management for COO and Operations Teams.
  • Meeting arrangements - preparation of agendas, supporting documentation, scheduling and arranging conference calls and meeting room bookings.
  • Ensuring all video/audio conference meetings are set-up in advance of meeting and liaising with IT for any technical issues for your teams.
  • Maintaining records and files of all meetings, travel, etc. as required.

Event Management

  • Take a role in the organisation of internal SMBC AC events and off-site activities.
  • Arrangement of events and entertainment as required by the COO and the Operations Teams.

General Administration

  • Preparation of presentations, company pitches and other documents.
  • Administration of expenses claims as required.
  • Management and acting as the central control for all visa applications and passport renewals for the Operations team.
  • Work with the other members of Office Support to ensure that the business receives the general office support appropriate for a business of this nature.
  • Provide support to any events, conferences or other meetings or entertainment being led by other members of Office Support.
  • Assisting other members of Office Support with internal and external meeting arrangements including, meeting room bookings, video/audio set up etc.
  • Support any general administrative duties required from Office Support (including filing, scanning, printing, binding etc.)
  • Deputising for other office support members as required from time to time (eg during leave or other absence)
  • Providing reception cover and catering assistance as required.
  • Assisting with any other general administration as required/assigned.

Qualifications & Experience:

  • 3+ years’ experience as a PA/general office administrator in a fast paced corporate environment.
  • Excellent computer skills with high level of competency in Microsoft Office Suite – Word, Excel & PowerPoint in particular.

Critical Competencies:

  • Strong communication skills, both written and verbal
  • Excellent organisation skills and attention to detail
  • Strong team player
  • Self-starter, ability to work independently using own initiative
  • Ability to work well under pressure and within a strict deadline environment
  • High level of energy, drive, enthusiasm, initiative and commitment