Office Manager

Digital Infrastructure Ireland; Dublin; Hybrid; EUR 45,000 - 60,000; Full time

Job summary

Digital Infrastructure Ireland seeks an experienced Office Manager to keep the organisation running. You will lead day-to-day bookkeeping, manage the CEO’s calendar, coordinate team rhythms, and act as gatekeeper for non-standard spend.

This role sits at the operational heart of a small, fast-moving organisation and requires trusted discretion. You will triage inquiries, handle invoices and supplier payments, and support governance activities for the Board.

Qualifications

• Proven experience as an office manager, business manager or senior administrator in a small organisation.
• Practical bookkeeping experience with an accounting package (Xero, QuickBooks or Sage).
• Experience supporting a chief executive, including complex diary and travel management.
• Absolute discretion with confidential financial, commercial and Board information.
• Strong Microsoft 365 skills; familiarity with a CRM like GlueUp is an advantage.
• Experience in a membership body, trade association or not-for-profit is an advantage.

Responsibilities

• Front door: act as first point of contact for general enquiries by email, phone and web, triaging and routing.
• Bookkeeping: raise/process invoices, manage supplier payments and reconcile monthly with partners.
• Budget gatekeeping: check non-standard spend against budget and approvals.
• CEO calendar: manage diary and coordinate with team, Board and external stakeholders.
• Travel: arrange CEO travel and international travel for the team, including visas and documentation.
• Meeting rhythm: coordinate meetings, agendas, papers, minutes and actions.
• Governance support: secretariat tasks for Board and Working Committee meetings.
• Business administration: manage contracts, renewals, insurance, IT and GDPR filing.
• Team support: data entry and records in GlueUp for partner/event administration.

Skills

Office management

Bookkeeping

Diary management

Discretion

MS 365

Tools

Xero

QuickBooks

Sage

GlueUp

Job description

The Office Manager keeps DII running. The role is the first point of contact for the organisation, owns day-to-day bookkeeping and payment processing, manages the CEO’s calendar and the team’s coordination rhythm, and acts as gatekeeper for all non-standard spend. It is a role of trust and discretion at the operational centre of a small, fast-moving organisation.

KEY RESPONSIBILITIES

Front door. Act as first point of contact for general enquiries into DII by email, phone and web — triaging, responding or routing, and ensuring nothing goes unanswered.

Bookkeeping. Manage day-to-day bookkeeping: raise and process invoices, process partner payments and receipts into DII, manage supplier payments and expense claims, follow up credit control, and reconcile monthly with DII’s accountancy partner.

Budget gatekeeping. Serve as gatekeeper for all non-standard spend requests — checking against budget and approval limits, challenging where appropriate, and escalating to the CEO as required.

CEO calendar. Own the CEO’s diary, coordinating availability across the team, Board, Executive Council and external stakeholders, protecting focus time and resolving competing priorities.

Travel. Manage all CEO travel and international travel for the wider team — bookings, itineraries, visas and documentation, and expense reconciliation, all within policy.

Meeting rhythm. Coordinate team meetings end to end: scheduling, agendas, papers, minutes, and circulation of actions — with follow-up to closure.

Governance support. Provide secretariat support for Board and Working Committee meetings — logistics, papers, minutes and action tracking — supporting the CEO and Company Secretary.

Business administration. Maintain supplier contracts and renewals, insurance, IT and SaaS subscriptions, records management and GDPR-compliant filing.

Team support. Support colleagues with partner and event administration, including accurate data entry and record maintenance in GlueUp.

SUCCESS MEASURES

Response times to general enquiries, with no enquiry left unanswered

Accuracy and timeliness of bookkeeping, and a clean monthly close with the accountancy partner

Debtor days and accuracy of payment runs

Spend held within approval limits, with non-standard requests properly challenged and escalated

Integrity of the CEO’s diary and disruption‑free travel

Minutes and actions circulated within agreed timeframes, and action closure rates

Contracts, insurance and subscriptions renewed on time and on budget

EXPERIENCE AND CAPABILITIES

Proven experience as an office manager, business manager or senior administrator in a small organisation where the role spans finance, operations and executive support

Practical bookkeeping experience and confidence with an accounting package such as Xero, QuickBooks or Sage

Experience supporting a chief executive or equivalent, including complex diary and travel management

Sound judgement and the confidence to challenge spend and elevate appropriately

Absolute discretion with confidential financial, commercial and Board information

Highly organised, proactive and comfortable owning outcomes without close supervision

Strong Microsoft 365 skills; experience with a CRM or membership platform such as GlueUp is an advantage

Experience in a membership body, trade association or not-for-profit is an advantage

ABOUT DIGITAL INFRASTRUCTURE IRELAND

Digital Infrastructure Ireland (DII) is the collective voice of Ireland’s digital infrastructure ecosystem — a partner‑led company limited by guarantee representing organisations across every stage of the digital infrastructure lifecycle. Our 2026–2028 strategy, Partnership for Progress, sets out how we will help Ireland reclaim its position as a premier destination for global digital infrastructure investment, and champion the Irish ecosystem as a trusted partner for designing, building and supplying the infrastructure that powers Europe and beyond.

This is a pivotal role at the operational heart of DII, working directly alongside the CEO.