Executive Assistant / Office Administrator / Receptionist

Location:

Mainistir O d’Torna (D18 PX68) – Ireland

Salary:

Competitive

Type:

Permanent

Main Industry:

Search Human Resources Jobs

Advertiser:

ARDAGH GROUP

Job ID:

132598511

Posted On:

06 January 2026

Executive Assistant / Office Administrator / Receptionist

Full-Time / On site

Ardagh Group are seeking a highly organised, proactive, and professional Office Administrator / Receptionist to provide comprehensive administrative support to senior management while managing front-of-house responsibilities and ensuring the smooth, efficient day-to-day operation of the office. This role requires a confident multitasker with excellent interpersonal skills and attention to detail.

Key Responsibilities (include but are not limited to):

Executive & Administrative Support

-Provide daily administrative assistance to senior leadership.
-Coordinate internal and external meetings including scheduling, calendar management, meeting room bookings, and logistics (refreshments, lunches, taxis, accommodation, etc.).
-Set up and manage Microsoft Teams/Zoom for virtual meetings.
-Liaise with Executive Assistants across departments to support cross-functional scheduling.
Travel & Event Management

-Organise domestic and international travel including flights, hotels, transfers, visas, and documentation.
-Handle logistics for gifts, flowers, charitable contributions, and executive travel arrangements.
Reception / Front of House

-Greet visitors in a professional and welcoming manner.
-Maintain staff, contractor, and visitor sign-in books.
-Answer and route incoming calls appropriately.
-Book meeting rooms and coordinate refreshments (tea, coffee, lunch) for visitors and meetings.
-Order and manage supplies including newspapers, canteen items, and office essentials.
-Arrange weekly staff lunches (menu selection, numbers, budget oversight).
-Book taxis and hotels for visitors as required.
-Accept deliveries and ensure appropriate distribution.
-Issue and manage access control cards and Luas cards for guests and visitors.
Finance & Expense Management

-Manage company Visa card: track expenses, collect receipts, and liaise with Finance.
-Allocate and monitor expenses for various departments including HR and Social Committee.
-Process and approve office-related payments in coordination with Finance and Treasury teams.
Records & Compliance

-Maintain company records, including confidential meeting minutes.
-Manage document storage, archiving, and secure destruction per company policy
-Coordinate document notarisation and apostille processes.
 

Skills & Qualifications

Essential:

-5+ years in an Executive Assistant, Office Administrator, or Receptionist role.
-Advanced proficiency in Microsoft Office (Outlook, Excel, Word, Teams).
-Strong organisational and multitasking skills.
-Professional communication skills, both written and verbal.
-Demonstrated discretion and confidentiality.
-Experience liaising with senior leadership, vendors, and external service providers.
-Financial awareness and ability to manage budgets and procurement processes.
-Ability to work independently and handle multiple priorities efficiently.
Desirable:

-Experience managing front-of-house operations or office facilities.
-Previous experience with travel and event coordination.
-Familiarity with notarial and apostille documentation.
-Exposure to corporate environments and board-level support.
Personal Attributes

-Professional and approachable
-Confident problem solver with a hands-on attitude.
-Detail-oriented with high standards of accuracy.
-Adaptable and flexible; comfortable managing shifting priorities.
 

Closing date for applications; 16.01.2026

To help us track our recruitment effort, please indicate in your email/cover letter where (vacanciesin.eu) you saw this job posting.