Senior Admin Coordinator

Johnson Controls Systems & Service Ltd - HVAC Ireland; Dublin; On-site; EUR 42,000 - 56,000; Full time

Benefits offered by this job

Job summary

Silent-Aire, a Johnson Controls company, seeks a Senior Administrative Coordinator in Dublin to support the Senior Leadership Team with high-level administrative duties and discreet handling of sensitive information.

In this full-time role, you will coordinate travel, prepare meeting materials, manage calendars, and facilitate communication with internal and external stakeholders, ensuring timely follow-up and executive alignment in a fast-paced environment.

Qualifications

• Third level qualification in Business Administration, Communications or a related field preferred.
• Minimum 5 years supporting senior management, preferably a senior leadership team.
• Demonstrated experience managing travel arrangements and expenses.
• Experience with travel platforms (Concur or CWT) and Workday.
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Teams, Excel).

Responsibilities

• Provide comprehensive support to the Senior Leadership Team and manage executive priorities.
• Coordinate travel arrangements and process expenses; prepare agendas and briefing materials.
• Facilitate meetings, record actions, and ensure timely follow-up on commitments.
• Serve as primary liaison between SLT and stakeholders, upholding confidentiality and professionalism.
• Build relationships across the organization and coordinate interdepartmental communication.

Skills

Executive support

Travel coordination

Expense management

Interpersonal skills

Multitasking

Education

Bachelor's degree in Business Administration or related field

Tools

Concur

CWT

Workday

Microsoft Office

Job description

Who We Are

Silent-Aire, a Johnson Controls company, is a leading global provider of custom-designed and manufactured modular data centre solutions, HVAC systems, and mission-critical infrastructure for some of the world's largest technology organizations. Driven by innovation, operational excellence, and customer focus, Silent-Aire delivers high-performance solutions that support critical environments across North America and internationally.

Job Description

Senior Administrative Coordinator

Dublin

Full-Time

Who We Are

Silent-Aire, a Johnson Controls company, is a leading global provider of custom-designed and manufactured modular data centre solutions, HVAC systems, and mission-critical infrastructure for some of the world's largest technology organizations. Driven by innovation, operational excellence, and customer focus, Silent-Aire delivers high-performance solutions that support critical environments across North America and internationally.

We are seeking an experienced, highly organized, and proactive Senior Administrative Coordinator to provide comprehensive support to our Senior Leadership Team (SLT). This individual will serve as a trusted partner to the SLT, ensuring efficient management of executive priorities while maintaining the highest standards of professionalism, confidentiality, and operational effectiveness.

What You Will Do

The Senior Administrative Coordinator serves as the primary administrative and support resource for the SLT. The role requires exceptional organizational skills, business judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The successful candidate will act as a key liaison between the SLT and internal and external stakeholders, facilitating communication, coordinating schedules, processing expenses, arranging travel, preparing executive materials, and ensuring the smooth execution of executive office activities. This position requires a highly adaptable individual who can anticipate needs, solve problems independently, and represent the SLT and Silent-Aire with professionalism and discretion.

How You Will Do It

• Manage the SLT's travel co-ordination to include both arranging travel and processing expenses.
• Facilitate guests of the SLT and ensure that they are looked after during their visits to the company.
• Organize and prepare meeting agendas, briefing documents, presentations, and supporting materials for the SLT.
• Attend meetings as required, record key actions, and ensure timely follow-up on commitments and deliverables.
• Monitor incoming communications and prioritize correspondence requiring executive attention.
• Serve as the primary point of contact between the SLT and key stakeholders, including executive leadership, employees, customers, partners, and board members.
• Build and maintain effective relationships across all levels of the organization.
• Facilitate communication between departments to ensure follow-through on executive initiatives.
• Plan and coordinate domestic and international travel arrangements. Prepare detailed itineraries and travel packs. Manage travel-related logistics, accommodations, transportation, and expense reporting. Address travel disruptions and last-minute changes effectively.
• Handle highly confidential and sensitive information with absolute discretion.

What We Look For

• Third level qualification in Business Administration, Communications or a related field preferred.
• Minimum 5 years of experience supporting senior management, preferably a senior leadership team.
• Demonstrated experience managing travel arrangements and associated expenses.
• Experience with business expense and travel platforms essential. Specific experience using either Concur or CWT desirable.
• Experience and working knowledge of Workday.
• Ability to track and follow up key initiatives and dates for the SLT.
• Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Word, Teams, and Excel.
• Ability to manage multiple deadlines simultaneously with accuracy.
• Strong interpersonal skills with the ability to engage effectively at all organizational levels.
• High degree of integrity, discretion, and professionalism. Ability to manage sensitive information with absolute confidentiality.
• Comfortable operating in a fast-paced, changing environment. Flexible and able to respond effectively to evolving business needs.

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