Executive Officer

Job description

Executive Officer (EO)

Location: Dublin
Working Hours: Monday to Friday, 9:00am – 5:00pm (Office Based)
Salary: €34,023 per annum equivalent (€18.69 per hour)
Contract Type: Fixed-Term Contract
Contract Duration: 24 August 2026 to December 2026
Start Date: 24 August 2026

Role Purpose

The Executive Officer (EO) will provide efficient administrative and clerical support to ensure the smooth day-to-day operation of the department. The successful candidate will be responsible for managing administrative processes, maintaining accurate records, coordinating travel arrangements and providing general office support while delivering a high standard of customer service.

Key Duties and Responsibilities

• Manage shared mailboxes and respond to email enquiries in a professional and timely manner.
• Monitor, prioritise and distribute incoming correspondence to the appropriate personnel.
• Perform accurate data entry and maintain electronic records and databases.
• Create, process and track purchase orders in line with organisational procedures.
• Liaise with suppliers and internal departments regarding purchase order queries.
• Arrange and coordinate travel bookings, including flights, accommodation and transport.
• Maintain travel schedules and provide administrative support for business travel requirements.
• Prepare, update and maintain reports, spreadsheets and administrative records.
• Assist with document management, filing and record retention procedures.
• Answer telephone calls and respond to customer, supplier and stakeholder enquiries.
• Support the team with general office administration and clerical duties.
• Assist with meeting scheduling and calendar management as required.
• Ensure all records are maintained accurately and confidentially.
• Provide administrative support to managers and team members as required.
• Undertake any other duties appropriate to the role as assigned.

Essential Requirements

Candidates must demonstrate:

• Previous experience in an administrative or clerical role.
• Experience managing shared mailboxes and responding to email enquiries.
• Strong data entry and record management skills.
• Experience processing or monitoring purchase orders.
• Experience coordinating travel bookings and arrangements.
• Excellent organisational and planning skills.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office applications, including Outlook, Word and Excel.
• Excellent verbal and written communication skills.
• Ability to prioritise workloads and meet deadlines.
• Ability to work both independently and as part of a team.

Desirable Requirements

• Experience using ERP, purchasing or finance systems.
• Experience working in a busy office environment.
• Knowledge of document control and records management processes.
• Experience maintaining spreadsheets and preparing reports.

Key Competencies

• Organisation & Planning
• Attention to Detail
• Communication Skills
• Customer Service Focus
• Teamwork & Collaboration
• Time Management
• Problem Solving
• Adaptability & Flexibility
• Accountability & Professionalism
• Confidentiality & Integrity

Ideal Candidate

The successful candidate will be a highly organised and proactive administrator with excellent attention to detail and strong communication skills. They will have experience managing multiple priorities, maintaining accurate records and providing high-quality administrative support within a busy office environment. The ability to work independently, demonstrate initiative and maintain confidentiality at all times is essential.

This is an excellent opportunity for an experienced administrator seeking a fixed-term Executive Officer position within a professional office environment in Dublin.