Office Administrator (PA) – Media Communications

About the role

We are looking for a proactive Office Administrator to support our fast‑paced media communications team in Dublin. The role combines executive assistance, office management and client liaison to ensure smooth daily operations.

Key responsibilities

• Advanced diary management for internal and external meetings, conference calls and board sessions.
• Coordinate complex multi‑leg travel itineraries, including flights, visas, accommodation and ground transport, handling last‑minute changes.
• Serve as first point of contact for clients and internal stakeholders, managing scheduling and transactional activities.
• Process expense reports and champion cost‑control initiatives.
• Maintain distribution lists, technology usage and other administrative housekeeping tasks.
• Prepare meeting agendas, PowerPoint presentations, take minutes and follow‑up on actions.
• Organise off‑site meetings, events and office facilities, including vendor and supplier management.
• Handle confidential information with discretion and respond to internal and external inquiries promptly.

Required profile

• Professional client handling with strong relationship‑building skills.
• Full competency in diary and calendar management, able to prioritize competing demands.
• Excellent written and verbal executive communication style.
• Proven experience arranging travel across multiple time zones and producing accurate itineraries.
• Ability to work under pressure, maintain composure and partner effectively with business stakeholders.

Required skills

• Microsoft Outlook for calendar management.
• Microsoft PowerPoint for presentation preparation.
• Microsoft Teams for virtual meetings.
• Expense management software.