Project Administrator

Our client a major organization with a presence in over 30 countries wants to appoint a Project Coordinator to this busy and growing team. The Project Coordinator will be responsible for supporting the planning, management and advancement of the various work programmes of the business unit. The candidate will provide administrative and organisational support to the senior members of the Global Business Unit. The candidate will also work with other members of the Business Unit within a variety of areas.

The position requires excellent organisational skills and the ability to be proactive in supporting the needs in achieving goals. The candidate should have excellent communication and interpersonal skills and should be proactive and organised in a systematic way. The candidate will be required to take initiative and to make decisions in the context of the group and its deliverables. An interest and an ability to understand the aims of the group will lead to enhanced support.  The candidate should also understand the importance of confidentiality.

The role is based in Dublin but may require international travel from time to time.

Responsibilities

There are two key elements in this role:

1. 80% - Providing project coordination support to the Global Business Team:

• Project management of specific aspects of the OMB Business Unit, including specialist research projects
• Project management of events, conferences and meetings
• Co-ordination and logistics (including travel arrangements) for all meetings and events
• Project administration for meetings and conference calls (including scheduling, agendas, presentations, minutes)
• Coordinating and dealing with people across different project streams.
• Create presentations and reports to a very high standard. Contextual understanding and initiative are very important here
• Ongoing tracking of project development and deliverables
• Overall responsibility for completing distinct tasks/projects
• Dealing with and coordinating people across the Group who are involved in initiatives
• Adding value to the work

2. 20% - Providing administrative support the Deputy Leader and other relevant staff covering the standard range of support services:

• Organise and schedule meetings, conferences and events proactively and using initiative
• Track the Partner’s time on a daily basis and ensure he is prepared for all meetings
• Screening and dealing with phone calls and email
• Manage relationships in confidence on behalf of the Partner including clients, staff and external parties
• Preparation of reports, minutes, presentations and letters to company standard
• Billing, filing and timesheets
• Other ad hoc duties as required

Requirements

• Enthusiastic and confident with strong interpersonal communication skills
• Ability to work well in a team environment
• Self-motivated with a proactive attitude to implementing solutions and problem solving
• Excellent writing skills (draft letters, minutes, reports etc)
• Effective administrative skills, with keen eye for detail and accuracy
• Ability to produce results under strict/short deadlines or for longer term projects
• Ability to multitask and to use initiative
• Responsive and flexible approach to work, with a “can-do” attitude to requests and tasks
• Friendly, positive and trustworthy individual
• High level of conscientiousness and confidentiality
• Very high level of proficiency in information systems and working knowledge of the following packages:  Email, Internet, MS Word, Access, Excel, PowerPoint and Visio
• Good command of French is desirable