Office Manager – Personal Assistant (Maternity Cover)

ding ding ding; Dublin; On-site; EUR 42,000 - 62,000; Full time

Job summary

Jobtailor in Dublin, Ireland, is seeking an experienced Office Manager/Personal Assistant to provide high-level administrative support to the CEO and leadership team. You will manage the CEO's diary, coordinate meetings, onboarding logistics, travel where needed, and handle office operations to keep the organisation running smoothly.

This role requires discretion, excellent communication, and strong organisational skills in a fast-paced, global environment.

Qualifications

• Proven experience in an Office Manager and/or Personal Assistant role within a fast-paced, global organisation.
• High level of discretion, professionalism, and sound judgement handling confidential information.
• Strong organisational skills with ability to manage multiple priorities and attention to detail.

Responsibilities

• Provide high-quality administrative support to the CEO, including diary management, meeting coordination, and expense management.
• Coordinate board meeting logistics and travel arrangements.
• Manage the company’s travel system and vendor relationships.
• Support leadership team logistics and maintain a welcoming office environment.
• Oversee facilities, post, deliveries, and workplace safety; liaise with building management.

Skills

Office Manager

Personal Assistant

Microsoft Office

Organisational skills

Discretion

Job description

Responsibilities

• Provide high-quality administrative support to the CEO, including diary management, meeting coordination, agenda preparation, onboarding logistics, company All Hands meetings, and expense management
• Manage the CEO’s schedule and priorities, ensuring time is used effectively and key commitments are coordinated seamlessly
• Coordinate board meeting logistics (typically quarterly), including travel, accommodation, and catering
• Manage the company’s travel system, coordinating travel arrangements for leadership and employees globally, and maintaining relationships with preferred providers
• Support wider leadership team logistics and coordination as needed
• Maintain a welcoming, professional office environment, acting as a key point of contact for employees, leadership, and visitors
• Liaise with building management and oversee essential services, including facilities, maintenance, deliveries, post, and workplace safety
• Manage office-related vendor contracts (e.g. facilities, cleaning, catering, supplies, and services), ensuring high standards and cost efficiency
• Oversee office facilities and presentation, including coordinating cleaning schedules, submitting hours to payroll, and maintaining adequate stock levels
• Manage office supplies and general provisions to ensure a well-functioning workplace
• Process invoices and manage office budgets, ensuring accuracy and value for money
• Organise and support company events and key moments throughout the year
• Communicate with staff regarding office operations, responding promptly to issues as they arise

Requirements

• Proven experience in an Office Manager and/or Personal Assistant role, ideally within a fast-paced, global organisation
• A proactive, solutions-focused approach, with the confidence to take ownership and anticipate needs - particularly at senior leadership level
• High level of discretion, professionalism, and sound judgement when handling confidential information
• Strong organisational skills, with the ability to manage multiple priorities and maintain attention to detail
• Ability to remain calm under pressure and adapt in a dynamic environment
• Excellent communication and interpersonal skills, with a personable and approachable style
• A collaborative mindset, with an interest in supporting a positive and well-functioning workplace culture
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint)