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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