Company: |
Brown Bag Films |
Position: |
Senior Management Team Administrator |
Location: |
Dublin |
Contact: |
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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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