Personal Assistance/Receptionist

Veolia Group; Kilkenny; On-site; EUR 30,000 - 40,000; Full time

Benefits offered by this job

VHI health cover

Pension

Education assistance

Job summary

Veolia Kilkenny is seeking a professional Personal Assistant and receptionist to support our CEO and manage the daily reception function. You will handle diaries, travel, correspondence, and meetings with a high level of confidentiality.

The role requires excellent communication, organisational and interpersonal skills, and offers a hybrid/onsite work arrangement in Kilkenny.

Qualifications

• Previous personal assistant/administration experience desirable
• Excellent Communication Skills
• Good Organisational Skills
• Strong IT Skills

Responsibilities

• Act as the first point of contact for designated managers and Directors, providing professional and confidential PA support.
• Maintain professional standards and demeanor consistent with our corporate culture.
• Manage diaries by scheduling, prioritising and managing appointments, travel arrangements and documents for meetings.
• Arrange travel, accommodation and associated documentation as required.
• Manage correspondence, tracking incoming and outgoing communications and ensuring responses are produced within required timescales.
• Coordinate meetings and events, including arranging meeting rooms, catering and supporting documentation.
• Provide support on systems and processes as needed.
• Build effective working relationships with managers, their direct reports and other stakeholders to ensure seamless coordination of meetings, actions and deadlines.
• Prepare and coordinate presentations, document packs, spreadsheets, reports and other management information.
• Take minutes and record action points at leadership and management meetings as required, ensuring actions are circulated and followed up.
• Provide administrative support on management projects, including tracking deadlines, gathering information and coordinating deliverables.
• Monitor cyclical and management deadlines for reports, budgets, reviews and other key activities, ensuring these are completed within the required timescales.
• Provide support with management systems and processes as required.
• Maintain a high level of confidentiality when dealing with sensitive business and management information.
• Provide general administrative and PA assistance to Directors and senior management as required.
• Ensure that all calls are answered and forwarded to the correct person.
• The reception area and meeting rooms are clean and tidy at all times.
• Ensure that the Contacts List is kept up to date, type standard letters, general administration and filing duties.
• Provide administrative support to various departments including HR, SHEQ, Finance, Procurement, Tendering etc, photocopy, archive files and documents.
• Open the post on a daily basis, date stamp, distribute promptly and correctly, be it in paper or electronic format.
• Liaise with the local courier regarding daily lodgements and other collections.
• Liaise with Stores regarding non local collections and deliveries.
• Prepare the outgoing post.
• Co-ordinate and order all office stationery, toners, cartridges and equipment etc on a monthly basis for the Kilkenny Office and monitor the franking machine.
• Arrange meeting rooms and lunch when required for visitors and senior management.

Skills

PA/Administration

Communication

Organisation

IT skills

Job description

Background: Veolia is Ireland's leading environmental services company. We provide a comprehensive range of energy, waste and water solutions and are dedicated to carbon reduction, protecting the environment and building the circular economy. We offer all employees a benefits package as standard which includes full VHI cover, pension and education assistance. When you see the world as we do, you see the chance to help the world take better care of its resources, and help it become a better place for everyone. It's why we're looking for someone who's just as committed as we are, to push for genuine change and bring our ambition of Ecological Transformation to life. We know that everyone here at Veolia can help us work alongside our communities, look after the environment, and contribute to our inclusive culture.

Personal Assistant / Receptionist

Location: Kilkenny

Duration: Permanent

Hybrid/Onsite: Onsite

Working Pattern (Time/Hours): 8.30am to 5.30pm Monday to Friday

Overview of the Role: The successful candidate will provide high-quality Personal Assistant and administrative support to our Chief Executive Officer, while also taking responsibility for the day-to-day reception function within our Kilkenny office. The role requires an organised, professional and proactive individual who can effectively manage competing priorities, maintain confidentiality and provide a high standard of support to Directors and management. As the first point of contact for visitors and telephone enquiries, the successful candidate will also ensure that all reception duties are managed in a friendly, professional and efficient manner. The role combines PA support, diary and meeting coordination, administrative responsibilities and reception duties, and requires excellent communication, organisational and interpersonal skills.

Key Responsibilities

• Act as the first point of contact for designated managers and Directors, providing professional and confidential PA support.
• Maintain professional standards and demeanor consistent with our corporate culture.
• Manage diaries by scheduling, prioritising and managing appointments, travel arrangements and documents for meetings.
• Arrange travel, accommodation and associated documentation as required.
• Manage correspondence, tracking incoming and outgoing communications and ensuring responses are produced within required timescales.
• Coordinate meetings and events, including arranging meeting rooms, catering and supporting documentation.
• Provide support on systems and processes as needed.
• Build effective working relationships with managers, their direct reports and other stakeholders to ensure seamless coordination of meetings, actions and deadlines.
• Prepare and coordinate presentations, document packs, spreadsheets, reports and other management information.
• Take minutes and record action points at leadership and management meetings as required, ensuring actions are circulated and followed up.
• Provide administrative support on management projects, including tracking deadlines, gathering information and coordinating deliverables.
• Monitor cyclical and management deadlines for reports, budgets, reviews and other key activities, ensuring these are completed within the required timescales.
• Provide support with management systems and processes as required.
• Maintain a high level of confidentiality when dealing with sensitive business and management information.
• Provide general administrative and PA assistance to Directors and senior management as required.
• Ensure that all calls are answered and forwarded to the correct person.
• The reception area and meeting rooms are clean and tidy at all times.
• Ensure that the Contacts List is kept up to date, type standard letters, general administration and filing duties.
• Provide administrative support to various departments including HR, SHEQ, Finance, Procurement, Tendering etc, photocopy, archive files and documents.
• Open the post on a daily basis, date stamp, distribute promptly and correctly, be it in paper or electronic format.
• Liaise with the local courier regarding daily lodgements and other collections.
• Liaise with Stores regarding non local collections and deliveries.
• Prepare the outgoing post.
• Co-ordinate and order all office stationery, toners, cartridges and equipment etc on a monthly basis for the Kilkenny Office and monitor the franking machine.
• Arrange meeting rooms and lunch when required for visitors and senior management.

Required skills for this role

• Previous personal assistant/administration experience desirable
• Excellent Communication Skills
• Good Organisational Skills
• Strong IT Skills

Please note: If you are an EU/EEA national, you will be asked to show proof of right to work in Ireland. If you are a non-EU/EEA national, you will require current and valid permission to work and reside in the Republic of Ireland. Information on legislation and guides to the procedures in relation to obtaining greencard permits ,work permits, spousal/dependant permits is available on the Department of Jobs, Enterprise and Innovation website.

Veolia is Ireland's leading environmental services company. We provide a comprehensive range of energy, waste and water solutions and are dedicated to carbon reduction, protecting the environment and building the circular economy. We offer all employees a benefits package as standard which includes full VHI cover, pension and education assistance