Executive Office & Operations Coordinator

6ZWPF CARLYLE INTERNATIONAL; Dublin; On-site; EUR 32,000 - 42,000; Full time

Job summary

The Carlyle Group in Dublin is seeking an Office Coordinator to support the day-to-day running of the Dublin office for the Aviation team. You will provide practical administrative, operational and executive support, manage supplier invoices and office services, coordinate meetings and visitors, and maintain filing and records.

We require a bachelor’s degree and proven experience in office administration, excellent organisational and communication skills, and a proactive, discreet approach.

Qualifications

• Bachelor’s degree in business, administration or a related field.
• Experience in office administration or executive support.
• Strong organisation and attention to detail.
• Confident written and verbal communication.
• Proficiency with Microsoft Suite, Concur and SharePoint.

Responsibilities

• Office & operations support; main point of contact for admin tasks.
• Manage phone line, mailbox, post, couriers and scanning.
• Coordinate office supplies, catering and meeting room needs.
• Support facilities tasks and office readiness checks.
• Liaise with building management, suppliers and service providers.
• Arrange meetings, visitor logistics and internal events.
• Provide diary coordination, travel bookings and expense processing for senior management.
• Assist with board meeting prep, document handling and minutes follow-up.
• Support monthly reporting tasks and deadlines.
• Route invoices and supplier documentation to internal teams.
• Maintain annual/sick leave records and file management.
• Assist with contract administration, signatures and courier arrangements.

Skills

Organisational skills

Communication skills

Written & verbal communication

Microsoft Office

Concur

SharePoint

Diary management

Travel bookings

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Suite

Concur

SharePoint

Job description

The Carlyle Group in Dublin is seeking an Office Coordinator to support the day-to-day running of the Dublin office for the Aviation team. You will provide practical administrative, operational and executive support, manage supplier invoices and office services, coordinate meetings and visitors, and maintain filing and records.

We require a bachelor’s degree and proven experience in office administration, excellent organisational and communication skills, and a proactive, discreet approach.