Operations Administration and Executive Assistant at Career Dynamics

Career Dynamics; Blanchardstown; On-site; EUR 40,000 - 45,000; Full time

Benefits offered by this job

On-site parking

Job summary

EcoPlex Energy Solutions is seeking an experienced Operations & Executive Administrator to provide professional administrative support to the CEO, Head of Finance, and senior management. The role combines operations administration with high-level executive assistance and requires meticulous organisation, discretion, and proactive follow-up with senior staff.

You will manage diaries, coordinate meetings, support board activities, and assist with reports and presentations.

Qualifications

• Requires exceptional organisational and communication abilities.
• Must handle confidential information with discretion.
• Experience supporting senior management and board-level meetings is beneficial.

Responsibilities

• Provide high-quality administrative support to CEO and senior managers.
• Manage diaries, calendars, appointments and meeting schedules.
• Coordinate internal and external meetings and prepare agendas/minutes.
• Support board meeting packs and governance documentation.
• Coordinate travel arrangements and itineraries.
• Ensure action items and deadlines are tracked and followed up.

Skills

Organisational skills

Discretion

Communication skills

Diary management

Education

No formal degree specified

Tools

Microsoft Office

CRM

Project management software

Job description

Key Responsibilities

Executive & Senior Management Support

• Provide high-quality administrative support to the CEO and designated senior managers.
• Manage diaries, calendars, appointments and meeting schedules.
• Coordinate internal and external meetings.
• Prepare meeting agendas, papers and supporting documentation.
• Attend management meetings and take accurate minutes.
• Maintain management action logs and follow up actions with responsible managers.
• Ensure commitments and deadlines arising from meetings are followed through.
• Coordinate travel arrangements, accommodation and itineraries.
• Support preparation for senior management and Board meetings.
• Act as Board meeting coordinator/facilitator where required.
• Prepare and distribute Board and management meeting packs.
• Record Board and senior management meeting minutes where required.
• Maintain confidentiality regarding commercially sensitive, employee and Board information.
• Assist the CEO and senior management team with presentations, reports and correspondence.

Operations Administration

• Provide administrative support to the Head of Operations, Operations Project Manager and Operations Manager.
• Maintain operational trackers, schedules and action logs.
• Assist with installation documentation and project records.
• Support the maintenance of accurate operational data and reporting.
• Assist with preparation of weekly and monthly Operations reports.
• Maintain project files and ensure documentation is correctly filed.
• Follow up outstanding operational documentation.
• Support coordination between Operations, Sales, Finance, Logistics and Warehousing.
• Assist with supplier, subcontractor and project administration.
• Coordinate operational meetings and distribute minutes and action lists.
• Maintain document control and appropriate operational records.
• Assist with purchase order, invoice and expenditure administration where required.
• Support onboarding and administration associated with installation teams and subcontractors.
• Provide general administrative support across the Operations function.

Our Client, EcoPlex Energy Solutions is seeking a highly capable Operations & Executive Administrator to provide professional administrative and coordination support across the Operations function while also providing high-level executive support to members of the senior management team. This is a varied role combining Operations Administration and Executive Assistant responsibilities.

The successful candidate will support the CEO, Head of Finance, Head of Operations and Sales Director, helping ensure meetings, actions, diaries, information and management priorities are organised and followed through. The role will suit someone who is exceptionally organised, discreet, proactive and comfortable working with senior executives in a fast-moving business.

We are looking for a highly organised and professional administrator with previous experience supporting senior managers and/or operational teams. The successful candidate will need excellent organisational ability, attention to detail and communication skills together with the confidence to follow up senior managers regarding agreed actions and deadlines.

Previous experience as an Executive Assistant, Personal Assistant, Operations Administrator, Project Administrator, Office Manager or Senior Administrator would be highly relevant. Strong Microsoft Office skills are essential, particularly Outlook, Excel, Word and PowerPoint. Experience with CRM, project management or operational scheduling systems would be advantageous. Above all, this person needs to be someone who creates order, follows through and gets things closed out.

No Agencies.

Pay: €40,000.00-€45,000.00 per year

Benefits: On-site parking

Work Location: In person