Executive Admin Assistant

Job Description

We are looking for a proactive, detail-driven General Administrator (Executive Assistant) to keep an engineering company's operations running seamlessly. You will serve as the backbone of our daily workflow-handling document control, high-quality report formatting, office coordination, and operational support for the international team in Dublin.

Key Responsibilities

• Document Control & Quality Assurance: Format, proofread, and assemble client-ready reports, technical proposals, transmittals, and tender documents. Produce polished PDFs via Adobe Acrobat and enforce brand guidelines across all templates and presentations.

• Engineering & Project Support: Maintain accurate project registers, issue logs, and drawing revisions. Assist technical teams with data entry, spreadsheet management, and document tracking.

• Operational & Administrative Management: Coordinate team calendars, travel, and virtual meeting arrangements. Handle basic bookkeeping tasks, including purchase orders, invoicing, and expense logs.

• Digital Media & HR Coordination: Support website updates, draft engaging LinkedIn content, assist with new employee onboarding, and help refine internal administrative workflows.

• Stakeholder Collaboration: Interface professionally with internal engineers, management, and external clients, contractors, and suppliers to ensure timely project delivery.

Qualifications & Experience

• Experience: 3-5+ years of administrative support experience, ideally within an engineering, construction, or professional services consultancy.

• Software Proficiency: Advanced skills in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.

• Bonus Technical Skills: Hands-on experience with Excel macros or Python automation is a major plus.

• Core Competencies: Exceptional written English and proofreading skills, meticulous attention to detail, and proven document control management.

• Work Style: Self-motivated, highly organized, and capable of prioritizing tasks independently in a fast-paced environment.

• Education: Bachelor's degree in Business Administration, Communications, Management, or a related field preferred.

Role Details

• Role: General Administrator

• Location: SM Aura, Taguig (Supporting Dublin, Ireland Operations)

• Employment Type: Full-Time