Administrative Business Partner (CONTRACT)

Adecco (Portugal); Dublin; On-site; EUR 35,000 - 50,000; Full time

Job summary

Adecco (Portugal) is recruiting for Administrative Business Partners to support a global tech client in Dublin 22. The role is fully onsite for approximately 11 months, with a pay rate of 30.77 EUR per hour.

You will handle core administrative and program management tasks, travel, expense reporting, and facilities coordination for executives. Responsibilities include calendar management, meeting preparation, event logistics, and coordinating internal and external programs.

Qualifications

• Experience providing administrative support to senior staff/executives/directors/VPs.
• Ability to manage calendars and travel arrangements.
• Capable of handling confidential information with discretion.

Responsibilities

• Calendar management: schedule and maintain executive calendars, handle time-zone differences, prep and resolve conflicts.
• Expense reports: process and review expense reports and invoices.
• Facilities coordination: liaise with workplace services to plan space and moves if needed.
• Meeting coordination: prepare meetings, materials, agendas, and note-taking support.
• Program management: plan internal/external programs/events and manage logistics for small to medium-scale initiatives.
• Travel management: coordinate travel for executives and teams, including prep and post-travel tasks.

Skills

Admin support

Calendar management

Travel management

Event coordination

Confidentiality

Relationship building

Communication

Program management

Job description

Location: Dublin 22 (Grange Castle Business Park)
Contract: approx. 11 months initially
Work Model: Fully onsite
Pay rate: 30.77 EUR

We are currently recruiting for Administrative Business Partners for our global tech client based in Dublin 22.

ROLE OVERVIEW

• Complete core administrative tasks (e.g., travel management, expense reporting, calendar management, facilities coordination) under some guidance from executive.
• Complete core program management tasks by delivering small- to medium-scale projects or events from initiation through delivery.
• Select appropriate approaches from clear or less defined options to complete assigned tasks. Use strong judgement and discretion with some guidance
• Perform role with some supervision from executive and know how to find information. Effectively navigate ambiguity.
• Determine corrective action for risks and obstacles in projects or events with minimal assistance from executive.
• Apply standard or common processes to complete defined administrative and program management tasks.
• Engage with executive(s) and team to establish trust. Work in a team setting by sharing knowledge when relevant to a task.
• Exhibit solid communication skills with internal and possibly external-facing parties. Build rapport and be collaborative.
• Follow clear or less-defined direction on timing, goals, and objectives for project, event, or administrative task.
• Possess moderate/foundational knowledge of the supported business strategy and goals to work with leadership on prioritization.

RESPONSIBILITIES

• Calendar Management: Schedule, maintain, and update calendar events, with some guidance. This includes: proactively scheduling, maintaining, and updating calendar events for the supported executive or team with consideration for time zone differences; building in adequate preparation time for events; resolving scheduling conflicts; responding to requests for scheduling and meetings; optimizing calendaring for short- and long-term planning of supported executive and team; making recommendations to support leadership time allocation with respect to calendar and travel.
• Expense Reports: Execute expense management activities with some guidance. This includes: completing expense reports on behalf of executives, reviewing and processing invoices, expense reports, and purchase orders.
• Facilities Coordination: Assess and advocate for office space needs with some guidance; manage requests for space accommodations; liaise with internal partners (e.g., real estate workplace services) to construct and plan space allocation; may facilitate office moves.
• Meeting Coordination: Prepare meetings for the executive or team with some guidance. Ensure meeting room, equipment, and attendee list are correct and confirmed; gather, compile, and create meeting materials (e.g., decks and meeting agendas); ensure meeting materials are aligned with the specific meeting agenda; assist with note-taking.
• Program Management: Plan and organize internal and external programs and events (e.g., team off-sites, business events, tech talks, summits) and manage event logistics (e.g., venues, equipment, swag, entertainment, travel) in collaboration with internal partners and external vendors; ensure compliance with internal and external policies/procedures; may act as the main point of contact during the event. Contribute to projects or programs. Execute events, projects or programs with some guidance. Deliver SMALL- to MEDIUM-scale projects/events from initiation through delivery, determines corrective action for risks and obstacles with minimal assistance from executive. Select appropriate approaches from clear or less defined options to complete assigned tasks. Use strong judgement and discretion with minimal guidance.
• Travel Management: Complete travel coordination tasks with some guidance. This includes: scheduling and coordinating travel for executive(s) and team(s) in line with preferences, organizing business-related, pre-travel preparation (e.g., visa and passport support, tech support, cultural considerations); may travel with executives and teams and remain on-call to respond to executive's urgent requests during travel; may develop travel agendas and complete post-travel documentation as needed.

SKILLS/REQUIREMENTS

• Relevant experience in providing administrative support to senior staff/ executives/ directors/ VPs
• Calendar management
• Ability to perform core administrative duties.
• Managing confidentiality
• Relationship building
• Travel management
• Ability to create accurate, clear, concise, and well-organized content that transfers knowledge to users to meet their needs.
• Ability to communicate and deliver information to a variety of audience types in a manner that is adapted to each learning style, level of understanding, and background.

Adecco is an equal opportunity employer.