Office Management
Reception/Office Management
Coordination of the management of the office
Coordination of day to day running of Dublin office telephone, post,
visitors
Management of the Administration inboxUpdate contact lists and submit
to Paris monthly
Responsible for the office supplies management
Coordinate ordering and control of stocks and supplies
Manage the supplier list for the Dublin office
negociate fees for services and supplies
Monitor costs on an ongoing basis
Control and cross check invoices with account payable
Follow up payments outstanding via control spreadsheet
Help with the preparation of the annual office budget and preparation
of departmental travel-spend analysis
Facilities Management
Schedule and manage of out of office hours maintenance (electrical,
air conditioning, cleaning, etc)
Administration procedures: Ensure the Administration area is supported
by well documented procedures and review existing procedures regularly
and update as necessary
Travel Management:
?Ensure all travel is booked as per CACI travel procedure (including
travel form)
?Assist in travel insurance claims (if any)
Event Management
?Identification, planning, coordination and management of events
team,
?Propose event locations as advised by event management team,
collation of invitees contact details, invitation distribution and
response coordination.
?Onsite event organisation including catering team.
?Prepare and distribute post event satisfaction surveys where
applicable including analysis and reporting of results.
?Management of ad hoc seminars and visits of CA Group entities in
Dublin including catering, travel management, hotel bookings and any
other reservations.
Business Continuity Planning
? Help with the completion of one off-site BCP test per year
(simulation of disaster, update emergency number voicemail with
instructions, coordinate staff at assembly point, transfer of testers
to disaster recovery site, etc).
? Update the BCP emergency log
Health & Safety Management
? Assist in the implementation of the Health & Safety duties as per
Safety Statement
? Ensure the office is tidy including meeting rooms desks, work
stations (Clean Desk Policy)
Provide personal administrative support and assistance to DMC and MD
Day to day administrative duties to MD and HOHR:
? General secretarial and typing duties
? Planning and organising work and meetings
? Preparing MD travel plans
? Maintaining procedures folder and documentation
? Filing
? Calendar management
? Ensure expense?s invoices are submitted to accounts payable.
? Participation in various projects and group meetings
? 3 years&#**Apply on the website**; experience in a similar
position
? Good knowledge of Office software
? Experience in working abroad and exposure to different cultures
? French and English fluency are an absolute necessity
? Total confidentiality in all matters
? Other European languages: an advantage Position: Office manager and executive assistant m/f
Office Management
Reception/Office Management
Coordination of the management of the office
Coordination of day to day running of Dublin office telephone, post,
visitors
Management of the Administration inboxUpdate contact lists and submit
to Paris monthly
Responsible for the office supplies management
Coordinate ordering and control of stocks and supplies
Manage the supplier list for the Dublin office
negociate fees for services and supplies
Monitor costs on an ongoing basis
Control and cross check invoices with account payable
Follow up payments outstanding via control spreadsheet
Help with the preparation of the annual office budget and preparation
of departmental travel-spend analysis
Facilities Management
Schedule and manage of out of office hours maintenance (electrical,
air conditioning, cleaning, etc)
Administration procedures: Ensure the Administration area is supported
by well documented procedures and review existing procedures regularly
and update as necessary
Travel Management:
?Ensure all travel is booked as per CACI travel procedure (including
travel form)
?Assist in travel insurance claims (if any)
Event Management
?Identification, planning, coordination and management of events
team,
?Propose event locations as advised by event management team,
collation of invitees contact details, invitation distribution and
response coordination.
?Onsite event organisation including catering team.
?Prepare and distribute post event satisfaction surveys where
applicable including analysis and reporting of results.
?Management of ad hoc seminars and visits of CA Group entities in
Dublin including catering, travel management, hotel bookings and any
other reservations.
Business Continuity Planning
? Help with the completion of one off-site BCP test per year
(simulation of disaster, update emergency number voicemail with
instructions, coordinate staff at assembly point, transfer of testers
to disaster recovery site, etc).
? Update the BCP emergency log
Health & Safety Management
? Assist in the implementation of the Health & Safety duties as per
Safety Statement
? Ensure the office is tidy including meeting rooms desks, work
stations (Clean Desk Policy)
Provide personal administrative support and assistance to DMC and MD
Day to day administrative duties to MD and HOHR:
? General secretarial and typing duties
? Planning and organising work and meetings
? Preparing MD travel plans
? Maintaining procedures folder and documentation
? Filing
? Calendar management
? Ensure expense?s invoices are submitted to accounts payable.
? Participation in various projects and group meetings
? 3 years&#**Apply on the website**; experience in a similar
position
? Good knowledge of Office software
? Experience in working abroad and exposure to different cultures
? French and English fluency are an absolute necessity
? Total confidentiality in all matters
? Other European languages: an advantage
We need : English (Good)
Type: Permanent
Payment:
Category: Others
