Title:  Senior Business Support, Executive Admin, GFS

Job Summary

The role of the Business Support position is to support the Global Site Leadership team based in Dublin, Liberty. This position will also support in delivering an office environment that is welcoming, safe, and engaging for both employees and visitors alike.

Essential Duties and Responsibilities

• Provide administrative support as required; schedule, organize and maintain diaries and appointment schedules by planning and scheduling events (such as meetings, conferences, teleconferences, and travel).
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Prepare and edit documents, reports and presentations for the management team (weekly report, monthly comm's etc).
• Devising/maintaining office systems, including facilities, PO management and filing
• Maintain site communication boards on a daily, weekly, monthly basis.
• Meeting and greeting visitors at all levels of seniority, ensuring that their visits to GFS are managed seamlessly with them/their assistants.
• Works with internal and external customers/visitors to coordinate onsite and offsite meetings, book conference sites, hotel rooms, meeting rooms, catering, off-site dinners, team building, visas, etc. as required.
•  Arranging travel, visas and accommodation for Site senior leaders and visitors as required.
• Dealing with incoming email, post, corresponding on behalf of site as instructed.
• Maintains departmental office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders; verifying receipt of supplies.
• Create all necessary reports and presentations in a timely and accurate manner.
• Supports with the coordination of charity activities to support site leadership and engagement teams
• Supports with the co-ordination of wellness activities and seminars.
• Preparing schedule in conjunction with HR for all related engagement and related activities
• Support with site events (Family Day, Christmas party. Site Lunches etc...)
• Support HR team with general adhoc needs
• Act in accordance with the company's Guiding Principles and adherence to the corporate Code of Conduct.
• Compliance to all local site Environmental, Health and Safety regulations.
• Compliance to all local site company policies, procedures and corporate policies.

Education

• 3+ years in a similar office management role
• Health & Safety qualifications
• Facilities Management experience preferable
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Self-starter with the ability to work with autonomy in a team environment
• High level of verbal and written communications skills 

Preferred Knowledge, Skills and Abilities

• Strong organizational and interpersonal skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Must be dependable, detail oriented, and able to multi-task
• A sense of urgency/initiative

Travel Requirements