Job Position

Executive PA ( 20hrs per week) - Dublin City

Reference
LSR5463 - DLA1
Discipline
Administration
Position
Salary
Negotiable
Location
Dublin City Centre

Dublin based International Shipping Line now seek to hire an Executive PA ( 20hrs per week). Responsible for advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill and knowledge of organisation policies and practices.

Duties & Responsibilities

  • Prepares all written and dictated correspondence and reports
  • Prepares all presentations
  • Screens telephone calls and visitors, and resolves routine enquiries and initiates routine correspondence as required
  • Diary Management i.e. Schedule appointments, meetings
  • Collate documents for Board Meetings
  • Arrange travel for GM and co-ordinate related arrangements
  • Prepares and distributes minutes of meetings as required
  • Arranges refreshments & lunches for meetings
  • Monitors the GM’s Outlook inbox and relay any important messages when GM is out of office
  • Provides secretarial and administration assistance to other senior personnel as required
  • Arrange events e.g. Christmas party, charity fundraising etc
  • Assistance with preparation of monthly reports
  • Coordinates giveaways (Diaries/Calendars/Corporate gifts)
  • Scanning and archiving files & records
  • Preparation of Board meeting papers/presentation uploaded in Boardroom for meetings
  • Liaise with IT for maintenance of office telephone system and PCs
  • Distribution of post: incoming and outgoing
  • Distribution of documents by couriers upon request (coordinate with Main Building receptionist)
  • Record and monitor absence of personnel e.g. holidays and/or sickness
  • Ordering office stationery, office supplies, business cards etc
  • Distribution of Bill of Ladings to our agencies
  • Fields and deals with all general enquiries, sales calls, uses initiative to deal with issues manager does not need to get directly involved in
  • Monthly reconciliation of Company Credit Card
  • Monthly updating of Company Organisation Charts

Invoice Approval & Cost Control

  • Undertake duties in relation to the Invoice Approval process which include:
  • Checking costs against supplier contracts
  • Checking for cost recovery
  • Allocation of costs & cost splitting per brand
  • Liaising with port suppliers to ensure invoices agree to the contracted rates
  • Ensuring Stevedoring & feeder freight invoices match the Port Call reports
  • To ensure that supplier invoices are approved in a timely manner (target: within 10 days of receipt) in order to maintain supplier relations
  • Working closely with SSC and other areas of the Agency to ensure supplier invoices are audited and controlled in a timely and accurate manner
  • Undertake Spot Checks of approx. 10% of the supplier invoices
  • Identify and eradicate areas of (cost) exposure within the Agency
  • Responsible for ensuring the correct invoice approval routing
  • Produce reporting for Cost Control in Head Office when required
  • To deal efficiently with queries from internal and external parties as well as assisting and supporting operational employees in their dealings with suppliers
  • Ad-hoc reporting and projects when required

SKILLS & EXPERIENCE

 

  • Previous successful experience in a PA role
  • Previous shipping experience beneficial
  • Excellent attention to detail
  • Proactive, determined individual who can use initiative to see problems developing and respond accordingly
  • Self-resilience and tenacity
  • Highly organised with excellent time management skills
  • High level of oral and written communications
  • Ability to interpret and present information given in a timely and effective manner
  • Ability to undertake duties to specified deadlines
  • Ability to recognise and appropriately communicate all urgent matters to manager by whatever means appropriate when out of office
  • Ability to respond to and action office administration issues to ensure minimum disruption is caused
  • High level of confidentiality and discretion

PRACTICAL & TECHNICAL KNOWLEDGE

  • Excellent computer literacy skills / Microsoft Office skills

HEALTH & SAFETY 

  • Responsibility for ensuring that local Health and Safety policies and procedures are followed in order to ensure own safety and the safety of others

 

Terms:

Fulltime, Permanent - 20HRS PER WEEK

Package:

€Neg

Benefits

25 days annual leave (pro-rata) plus bank holidays, Company Health Plan (HSF), Life Assurance, Group Pension (employer contribution 6% employee contribution minimum of 2%), non-guaranteed bonus scheme (performance based - rate is agreed and set by Heads of Business annually)

For a confidential discussion on this or any other current opportunity please contact Danielle Lynch on 01-8326330 / [email protected]

Please note that your application for this vacancy will be forwarded to all consultants in The Logiskills Group as you may be suitable for other roles that we are unable to advertise.

Logiskills are leading recruitment specialists for the manufacturing, freight & logistics industries. Roles we typically recruit for include; air, sea and road freight forwarding; warehouse; distribution; transport; logistics; supply chain; materials; purchasing; procurement; engineering; manufacturing; production; finance; accountant; customer service; admin; accounts; coordination; clerk; agent; supervisor; manager; management