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IFTN JOB / CLASSIFIEDS LISTING | Brown Bag Films
Company:
Brown Bag Films
Position:
Senior Management Team Administrator
Location:
Dublin
Contact:
Address:
Unit 20, Block C, Smithfield Market, Smithfield, Dublin 7, D07 PV06, Ireland
Phone:
n/a
Date Posted:
15th August 2018
Email:
n/a

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Job Description

The Team Administrator’s role is to provide a full range of administration services to the senior management team (SMT) in BBF Dublin. The role provides a high level of internal customer service and is often the first point of contact for employees wanting to connect one of the senior management team

Ideal candidate:

The ideal candidate for this role is someone who already has a background in providing administration services. The role is busy and varied with a high level of internal customer contact. A friendly, positive outlook is essential, as is the ability to flex and adapt quickly to change. The ability to work on multiple varied tasks in a fast-paced environment is also essential. The ability to act on own initiative is essential.

Key areas of responsibility and associated tasks:

Diary Management

  • Manage individual calendars for some of the SMT
  • Organise and coordinate SMT meetings and ensure all SMT calendars are updated appropriately
  • Arrange meetings and take minutes as requested by SMT
  • as point of contact for people wanting to book meetings with SMT

Travel and overseas itineraries

  • Book flights, transfers, accommodation for relevant SMT members
  • Ensure all SMT have correct visas and permits when travelling overseas
  • Ensure SMT travelling overseas have a comprehensive itinerary and schedule of events
  • Advise staff travelling overseas about visa requirements
  • Work with Studio Manager on selection of appropriate travel agency/management systems

Town Hall meetings

  • Work with the Studio Manager to ensure Town Hall meetings are booked in a timely manner
  • Coordinate bookings with the Light House Cinema
  • Ensure all speakers at Town Halls have adequate time to prepare their slide decks
  • Send reminders about Town Hall meetings to staff and speakers

General administration

  • Prepare expenses for SMT as required
  • Support SMT members in completing internal forms such as New Hire, Job Change etc
  • Work closely with Finance, HR, IT and Legal teams on any relevant paperwork
  • Take minutes of meetings and share these in a timely manner
  • Send reminders to SMT about project updates, 1:1s and other scheduled meetings
  • Work with Studio Management Team on ad-hoc tasks and duties
  • Cover for Studio Coordinator and Studio Assistance when needed
  • Undertake ad-hoc tasks for Studio Manager as relevant
  • Work with the Studio Manager and SMT to support the implementation of specific projects and initiatives as required
  • Support in preparing board packs

Skills needed:

  • Google Suite (Google Docs/Sheets/Slides/G-mail)
  • Minute taking
  • Good organisational skills

Knowledge/experience required:

  • 3+ years in an administrative role
  • Experience in preparing expense claims
  • Experience in managing travel bookings
  • Experience in arranging travel visas

BBF Competencies required:

  • Continuous Development (self & others) – Working knowledge (Level 1)
  • Planning & Organising – Advanced knowledge (Level 2)
  • Decision Making & Problem Solving – Advanced knowledge (Level 2)
  • Effective Communication – Advanced knowledge (Level 2)
  • Team & Collaborative Working – Advanced knowledge (Level 2)
  • Innovation & Creative Thinking – Working knowledge (Level 1)
  • Change, Adaptability & Flexibility – Advanced knowledge (Level 2)

Apply now


Apply Now / Email: n/a

Deadline: 31st August 2018





www.brownbagfilms.com




 
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