Business Administrator (Maternity cover)

Motion Ltd; Dublin; On-site; EUR 30,000 - 45,000; Full time

Job summary

Motion Ltd is hiring a Business Administrator for maternity cover in Dublin, Ireland. The successful candidate will support the Executive and Senior Management Team with day-to-day operations, ensuring smooth communication and process efficiency. With at least 2 years of relevant experience, candidates should be highly organised, proactive, and adept at managing complex schedules. Key responsibilities include administrative support, calendar management, and stakeholder coordination. The role offers an opportunity to positively influence internal processes and contribute to effective operational flow.

Qualifications

• Minimum 2+ years’ experience in a business administration or similar support role.
• Highly organised with strong attention to detail.
• Proactive and self-driven with strong communication skills.

Responsibilities

• Provide proactive administrative support to the Executive and Senior Management Team.
• Manage complex calendars, scheduling, meetings, and logistics.
• Act as a key point of contact for internal and external stakeholders.

Skills

Calendar, schedule, and meeting management

Document, presentation, and board-pack preparation

Accurate minute-taking

Stakeholder coordination

Workflow and finance administration

Tools

MS Office

Asana

Trello

Job description

Business Administrator (Maternity cover)

We’re recruiting for a Business Administrator, maternity cover role, to join a collaborative, fast‑moving organisation with a strong team culture, supporting the Executive and Senior Management Team in a dynamic environment. You will be central to ensuring smooth day‑to‑day operations through effective coordination, communication flow, schedule management, and process efficiency.

The role offers a real opportunity to influence how the business operates, contributing to improved processes, smarter ways of working, and more effective information flow across the organisation.

Key Responsibilities

• Provide proactive, day‑to‑day administrative support to the Executive and Senior Management Team.
• Manage complex calendars, scheduling, meetings, agendas, and logistics, including preparation and follow‑up.
• Act as a key point of contact for internal and external stakeholders, ensuring clear, timely communication.
• Prepare, refine, and distribute documents, presentations, board packs, and meeting materials.
• Capture accurate meeting notes, track action items, and ensure timely follow‑through.
• Support and improve internal processes to enhance efficiency and information flow.
• Coordinate cross‑functional projects and support ad‑hoc initiatives as required.
• Assist with internal communications, team events, off‑sites, and engagement activities.
• Carry out basic finance administration, including POs, expenses, invoices, and payments.

About You

• Minimum 2+ years’ experience in a business administration, executive assistant, or similar support role.
• Highly organised with strong attention to detail, able to manage multiple priorities, complex schedules, and follow‑up effectively.
• Proactive and self‑driven, able to anticipate needs and take initiative to keep leaders and teams operating smoothly.
• A confident communicator and relationship‑builder, comfortable working with senior stakeholders and across teams.
• Calm, adaptable, and solutions‑focused, thriving in fast‑paced environments with changing priorities.
• Professional and trustworthy, demonstrating sound judgement and discretion when handling confidential information.

Skills Required

• Calendar, schedule, and meeting management, including agendas, logistics, and follow‑up.
• Document, presentation, and board‑pack preparation (PowerPoint, Word, Google / MS Office).
• Accurate minute‑taking, action tracking, and task management (e.g. Asana, Planner, Trello).
• Stakeholder coordination, correspondence management, and information flow across teams.
• Workflow, basic project, and finance administration (POs, expenses, invoices).