Executive Administrative Assistant - Contract

Role Overview

This contract position supports Microsoft via Allegis Global Solutions (AGS) in a Team Administrator / Vendor Administrator role within the SME&C EMEA Administration team. The ideal candidate will be highly organized, proactive, and skilled at handling multiple priorities in a fast-moving environment, providing broad administrative support to varied stakeholders and ensuring smooth day-to-day operational functions.

Key Responsibilities

• Manage shared administrative inboxes and Teams requests by assigning, prioritizing, and tracking their progress to ensure transparent ownership and updates.
• Coordinate calendars and accommodations for meetings involving various stakeholders, including room reservations and meeting logistics.
• Arrange offsite events, leadership meetings, team gatherings, catering, visitor access, and hospitality in collaboration with audiovisual and facilities teams.
• Track travel receipts, help prepare expense reports, ensure compliance with relevant policies, and liaise with suppliers and vendors for efficient travel and expense management.
• Maintain and update trackers, templates, process notes, and operational documentation to keep information precise and accessible.
• Leverage AI tools such as Microsoft Copilot to streamline tasks, generate templates, document processes, and identify opportunities for process enhancement and modest automation.

Required Skills and Experience

• Experience in corporate administration, executive assistance, team coordination, business, or operations support.
• Proficiency in Microsoft 365 applications including Outlook, Teams, SharePoint, OneDrive, Excel, and PowerPoint.
• Exceptional organizational abilities with skill in juggling multiple requests and adapting within dynamic environments while maintaining high attention to detail.
• Strong communication skills, particularly in professional written communication and following up efficiently, comfortable engaging with senior-level stakeholders.
• Ability to support numerous teams and vendors, exhibiting a customer-service attitude and vendor management experience.
• Familiarity with Microsoft Copilot or other AI tools to assist with summarizing emails, drafting communications, recording meeting notes, and tracking action items.

Preferred Qualifications

• Between 3 and 7 years of experience in administrative, coordination, or operational support roles.
• Skills in shared mailbox management, request triage, event and catering coordination, AV support, visitor management, travel and expense coordination, purchase order assistance, and creating knowledge bases and process documentation.
• Experience implementing light process automation and working within a Microsoft-centric environment.

Additional Information

• Work Location: Leopardstown, Dublin, Ireland
• Contract Length: Through 30 June 2027
• Work Arrangement: Hybrid, requiring 2 to 3 days onsite weekly
• Compensation: €178 to €200 per day (PAYE)
• Weekly Hours: 40

Notes

This role is offered by Allegis Global Solutions and not directly by Microsoft. The hiring organization values strong relationships, open communication, diversity, equity, and inclusion. AI may be used in recruitment processes to assist in candidate screening and selection.