Executive Assistant & Operations Administrator

About ZenaDrone Ltd – Drone as a Service (DaaS)

ZenaDrone Ltd, operating under the brand Drone as a Service (DaaS), is a prominent provider of sophisticated aerial surveying, mapping, inspection, and data solutions across multiple sectors including infrastructure, construction, renewable energy, telecommunications, utilities, and the public sector. Combining expertise in aviation, technology, and geospatial intelligence, the company delivers innovative drone-based solutions that enhance client decision-making with improved safety, efficiency, and precision. As the company expands throughout Ireland, the UK, and Europe, it is seeking a highly organized and proactive Executive Assistant & Operations Administrator to support senior leadership and ensure efficient business operations.

Role Overview

This role is a hybrid position that integrates executive-level support with operational and office administration duties. Reporting to the Vice President of Business Development, the successful candidate will act as a trusted partner to the executive team while coordinating administrative functions vital to daily business performance. This individual must be adaptable, detail-oriented, and skilled at managing multiple priorities within a fast-paced, technology-oriented workspace. Key contributions include aiding strategic initiatives, maintaining operational excellence, and fostering a collaborative company atmosphere.

Key Responsibilities

• Manage complex schedules, calendars, meetings, and appointments for executives.
• Arrange domestic and international travel plans, accommodations, and detailed itineraries.
• Prepare agendas, presentations, reports, and board materials; document meeting minutes and monitor action items.
• Handle confidential correspondence, emails, and executive communications with professionalism and discretion.
• Serve as the main liaison between senior leaders and both internal and external stakeholders.
• Provide administrative assistance for strategic projects and leadership initiatives.
• Oversee daily office operations, maintaining an organized and professional environment.
• Coordinate office facilities, service providers, suppliers, and utilities.
• Maintain company documentation, filing practices, policy manuals, and operational procedures.
• Assist with procurement of office equipment, IT resources, and business services.
• Support contract and supplier administration.
• Assist with finance-related tasks including invoice processing, purchase order management, and expense tracking.
• Maintain precise business records and assist with operational reporting and management information.
• Support project administration across departments as needed.
• Coordinate employee onboarding and offboarding in collaboration with HR contacts.
• Manage employee records and HR documentation utilizing Bright HR software.
• Assist recruitment activities and help facilitate company internal communications, engagement events, and promote a positive workplace culture.
• Support compliance with company policies, GDPR, and operational standards in conjunction with HR.
• Help prepare documentation for audits, tenders, ISO certifications, ensuring office compliance.
• Coordinate Health & Safety compliance and related administration.
• Ensure company records are maintained accurately and securely.

Required Skills and Experience

• Proven experience in roles such as Executive Assistant, Operations Administrator, or Office Manager.
• Exceptional organization, time management, and the ability to prioritize multiple tasks efficiently.
• Strong written and verbal communication capabilities.
• High confidentiality and discretion handling sensitive information.
• Excellent attention to detail and problem-solving skills.
• Proficiency with Microsoft 365 suite (Outlook, Word, Excel, PowerPoint, Teams) and/or Google Workspace.
• Experience coordinating executive meetings, travel logistics, and scheduling.
• Ability to work independently in a dynamic and growth-focused environment.

Preferred Attributes

• Background in technology, aviation, engineering, SaaS, construction, or professional services sectors.
• Basic understanding of HR administration and employment related documentation.
• Experience assisting with tender documentation, compliance, or public-sector contracts.
• Familiarity with project coordination and operational reporting tasks.
• An interest in emerging technologies, drones, or aviation industry trends.

Benefits

• Opportunities for training and professional development.
• Employee Assistance Programme (EAP).
• Pension plan.
• Work within a dynamic and collaborative team.