Administrative Assistant jobs in Dublin, County Dublin

Company Overview

GerTEK project management & technical services is a leading project management and technical services provider, partnering with global companies in the Pharmaceutical, Medical Device, Semiconductor, and Data Centre industries. Founded in 2019, we pride ourselves on delivering excellence through safety, quality, and project integrity. We are looking for a highly organized, proactive executive assistant to support our leadership team as we continue to scale our operations across Ireland, Europe and the US.

The Role

The Personal Assistant will be the "right hand" to our senior leadership, ensuring the smooth running of daily operations and acting as a central point of contact for internal teams and external stakeholders. You will manage complex schedules, coordinate international travel, and assist in the preparation of high-level project documentation. This role requires a professional with exceptional discretion, a "can-do" attitude, and the ability to thrive in a fast-paced, technical environment.

Key Responsibilities

• Executive Support: Manage complex calendars, including scheduling meetings across multiple time zones and coordinating senior leadership’s priorities.
• Communication Management: Act as the first point of contact for incoming inquiries, screening calls and emails, and drafting professional correspondence on behalf of the Directors.
• Travel & Logistics: Coordinate domestic and international travel itineraries, including flights, accommodation, and visas for site visits across Europe.
• Documentation & Reporting: Assist in the preparation of project tenders, PowerPoint presentations, and monthly business reports. Manage and archive sensitive company documentation.
• Meeting Coordination: Organize Board and Management meetings, prepare agendas, and take accurate minutes. Ensure all action items are followed up on promptly.
• Stakeholder Liaison: Build and maintain strong relationships with GerTEK’s clients, vendors, and contract staff.
• Office & Event Management: Oversee occasional corporate events, team-building days, and provide administrative support for the Sligo head office as needed.

Candidate Profile

Experience & Education:

• 3–5+ years of experience in a PA, Executive Assistant or similar role,
• High level of proficiency in the Microsoft Office 365 Suite (Outlook, Teams, SharePoint, Word, and Excel).
• A Bachelor’s degree in Business, Communications, or a related field is preferred but not essential.

Essential Skills:

• Organizational Mastery: Ability to multitask and prioritize a heavy workload without losing attention to detail.
• Discretion: Proven ability to handle highly confidential information with integrity.
• Adaptability: Comfortable shifting focus quickly in response to the changing needs of a high-growth consultancy.
• Communication: Polished verbal and written communication skills, with the ability to interface with high-level executives and site engineers alike.

Job Type: Full-time

Work authorisation:

• Ireland (required)

Work Location: Hybrid remote in Ireland