Executive Assistant & Office Administrator

ZenaTech Inc.; Dunboyne; On-site; EUR 40,000 - 56,000; Full time

Benefits offered by this job

Training and Development

EAP

Pension

Dynamic Team

Job summary

ZenaDrone Ltd T/A – Drone as a Service (DaaS) is seeking a highly organized Executive Assistant & Operations Administrator to support our executive leadership team in a dynamic hybrid role based in Ireland.

You will manage complex calendars, coordinate domestic and international travel, oversee office operations, assist with procurement and HR activities, and help drive operational excellence while maintaining confidentiality and professional standards in a fast-growing tech environment.

Qualifications

• Proven EA/office management experience.
• Excellent written and verbal communication skills.
• High level of discretion handling confidential information.
• Strong attention to detail and problem-solving.
• Experience coordinating meetings, travel, and executive schedules.
• Comfortable working independently in a fast-paced environment.

Responsibilities

• Manage complex executive calendars, appointments, and meeting schedules.
• Coordinate domestic and international travel, accommodation, and itineraries.
• Prepare meeting agendas, presentations, reports, and board documentation.
• Take meeting minutes and monitor follow-up actions.
• Manage confidential correspondence and executive communications.
• Act as primary contact between senior leadership and internal/external stakeholders.
• Provide administrative support for strategic projects and initiatives.
• Oversee day-to-day office operations and facilities.
• Support procurement and vendor management.
• Assist with HR onboarding and documentation.

Skills

Executive support experience

Organisational skills

Communication skills

Discretion with confidential info

Microsoft 365 / Google Workspace

Meeting coordination

Independent worker

Tools

Microsoft 365

Google Workspace

Job description

ZenaDrone Ltd T/A – Drone as a Service (DaaS)

Location : Ireland (Office-based)

Employment Type : Permanent (Full Time)

Salary : Competitive – Salary based on experience

About DaaS

Drone as a Service (DaaS) is a leading provider of advanced aerial surveying, mapping, inspection, and data solutions across infrastructure, construction, renewable energy, telecommunications, utilities, and public‑sector projects. Operating at the intersection of aviation, technology, and geospatial intelligence, we deliver innovative drone‑enabled solutions that help clients make informed decisions safely, efficiently, and accurately.

As our business continues to grow across Ireland, the UK, and Europe, we are looking for a highly organised and proactive Executive Assistant & Operations Administrator to support our executive leadership team while ensuring the smooth day‑to‑day running of business operations.

The Role

This is a dynamic hybrid role combining executive support with operational and office administration. Reporting directly to the VP of business development, you will act as a trusted partner to the executive team while coordinating administrative functions that enable the business to operate efficiently.

The successful candidate will be highly organized, adaptable, and capable of managing multiple priorities in a fast‑paced, technology‑driven environment. You will play a key role in supporting strategic initiatives, maintaining operational excellence, and contributing to a collaborative company culture.

Key Duties

Executive Support

• Manage complex executive calendars, appointments, and meeting schedules.
• Coordinate domestic and international travel, accommodation, and itineraries.
• Prepare meeting agendas, presentations, reports, and board documentation.
• Take meeting minutes and monitor follow‑up actions.
• Manage confidential correspondence, emails, and executive communications with professionalism and discretion.
• Act as the primary point of contact between senior leadership and internal and external stakeholders.
• Provide administrative support for strategic projects and executive initiatives.

Office & Operations Administration

• Manage the day‑to‑day operation of the office, ensuring an organized and professional working environment.
• Coordinate office facilities, suppliers, utilities, and service providers.
• Maintain company documentation, filing systems, policies, and operational procedures.
• Support procurement of office equipment, IT assets, and business services.
• Assist with contract administration and supplier management.

Business Operations & Finance Support

• Support invoice processing, purchase orders, expense management within the office
• Maintain accurate administrative records and business documentation.
• Assist with operational reporting and management information.
• Support project administration across multiple departments where required.

People & Culture Support

• Coordinate onboarding and offboarding activities for new employees via the local HR Contact
• Maintain employee records and HR documentation via Bright HR
• Support recruitment interviews
• Assist with internal communications, employee engagement initiatives, and company events.
• Help foster a positive, collaborative, and inclusive workplace culture.

Compliance & Governance

• Support compliance with company policies, GDPR, and operational procedures via local HR contact
• Assist with documentation required for audits, tenders, ISO standards, and certifications to ensure a compliant office.
• Coordinate Health & Safety administration and workplace compliance activities.
• Ensure company records remain accurate, secure, and up to date.

Skills Required

Essential

• Proven experience as an Executive Assistant, Operations Administrator, Office Manager, or similar role.
• Exceptional organisational and time management skills with the ability to prioritise multiple tasks.
• Excellent written and verbal communication skills.
• High level of discretion and experience handling confidential information.
• Strong attention to detail and problem‑solving ability.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and/or Google Workspace.
• Experience coordinating meetings, travel arrangements, and executive schedules.
• Comfortable working independently in a fast‑paced and growing business.

Desirable

• Experience working within technology, aviation, engineering, SaaS, construction, or professional services.
• Basic knowledge of HR administration and employment documentation.
• Experience supporting tender submissions, compliance documentation, or public‑sector contracts.
• Familiarity with project coordination and operational reporting.
• Interest in emerging technologies, drones, or aviation.

Benefits

• Training and Development
• EAP
• Pension
• Dynamic Team